request for proposals for professional...

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REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES FOR

HEALTH SYSTEM TRANSFORMATION PROJECT FACILITATION AND MANAGEMENT SERVICES

ISSUED BY HEALTH CARE COMMISSION FOR THE DEPARTMENT OF HEALTH AND SOCIAL SERVICES

CONTRACT NUMBER HSS-17-026

I. Introduction The State of Delaware Department of Health and Social Services, Delaware Health Care Commission, seeks professional services for project facilitation and management services support for statewide health system transformation initiatives. This request for proposals (“RFP”) is issued pursuant to 29 Del. C. §§ 6981 and 6982.

The proposed schedule of events subject to the RFP is outlined below:

Public Notice Date: June 12, 2017

Deadline for Questions Date: June 26, 2017 RVSP for Conference Call Date: July 5, 2017 at 6 PM (EDT) Pre-Bid Conference Call Date: July 6, 2017 @ 1 PM (EDT) Response to Questions Posted by: Date: July 17, 2017

Deadline for Receipt of Proposals Date: July 31, 2017 at 11:00 AM (Local Time)

Estimated Notification of Award Date: August 15, 2017

Each proposal must be accompanied by a transmittal letter which briefly summarizes the proposing firm’s interest in providing the required professional services. The transmittal letter must also clearly state and justify any exceptions to the requirements of the RFP which the applicant may have taken in presenting the proposal. (Applicant exceptions must also be recorded on Attachment 3). Furthermore, the transmittal letter must attest to the fact, at a minimum, that the Vendor shall not store or transfer non-public State of Delaware data outside of the United States. For technology related solicitations, Vendors may refer to the Delaware Department of Technology and Information identified terms and conditions included in this solicitation. The State of Delaware reserves the right to deny any and all exceptions taken to the RFP requirements. MANDATORY PRE-BID MEETING A mandatory conference call will take place on Thursday, July 6, 2017 at 1:00 PM (EDT). This is a mandatory meeting. Failure to register and participate in this conference call will render your organization ineligible to bid and your proposal will not be accepted. The purpose of the call is to discuss the bid submission requirements, requirements for a claim of confidential and proprietary information, along with the formatting of hard copies and

http://delcode.delaware.gov/title29/c069/sc06/index.shtml

STATE OF DELAWARE Department of Health and Social Services – Health Care Commission

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electronic copies. We will also discuss the general activities and focus areas required of the selected vendor(s) under this RFP. Your bid will not be accepted if your organization does not register and participate in the conference call. Meeting minutes will not be taken. If new or additional information is provided regarding this RFP, an addendum may be released to address information provided during the mandatory pre-bid conference call. Questions will be entertained during the conference call; however, final responses to any questions during the conference call will be published as an addendum on www.bids.delaware.gov . Mandatory registration link: The registration link will close on July 5, 2017 at 6:00 pm

https://www.surveymonkey.com/r/Pre-Bid_HSS-17-026 Phone Information: State of Delaware Conference Dial-in Number: (302) 526-5475 Conference ID: 246906 July 6, 2017 @ 1 PM (Eastern Daylight Time EDT)

II. Background Information A. The Delaware Health Care Commission – The 135th Delaware General Assembly

created the Delaware Health Care Commission (HCC) on June 21, 1990. The HCC symbolizes the public/private efforts which have traditionally spelled success for problem solving in Delaware. Four government officials - the Secretary of Finance, Secretary of Health & Social Services, Secretary of Services for Children, Youth & Their Families and the Insurance Commissioner - are joined by six private citizens appointed either by the Governor, the Speaker of the House or the President Pro Tempore of the Senate. The composition is a balance between the executive and legislative branches of government and the public and private sectors. The Commission provides a broad forum to promote access to affordable quality health care for all Delawareans. The HCC Chair is a Governor-appointed position.

B. About Health Care Innovation in Delaware – Delaware aspires to be a national leader on each dimension of the Triple Aim Plus One: better health, improved healthcare quality and patient experience, lower growth in per capita healthcare costs and enhanced provider experience. In 2013, Delaware received a Center for Medicare and Medicaid Innovation (CMMI) “design” grant to fund the development of the State Health Care Innovation Plan (SHIP). The HCC convened a broad set of stakeholders across Delaware – including consumers, providers, payers, community organizations, and state agencies – to work together to develop a strategy to achieve these goals. The culmination of that work was the development of Delaware’s State Health Care Innovation Plan. Subsequently, in 2015 Delaware was awarded a 4-year, $35 million State Innovation Model (SIM) Testing Cooperative Agreement Grant from the CMMI to support the “testing” and implementation of the SHIP. This effort in Delaware is working to build a strong local foundation for innovation in order to achieve system-level transformation

http://www.bids.delaware.gov/

https://www.surveymonkey.com/r/Pre-Bid_HSS-17-026

http://www.dhss.delaware.gov/dhss/dhcc/

http://dhss.delaware.gov/dhss/dhcc/cmmi/files/choosehealthplan.pdf

http://dhss.delaware.gov/dhss/dhcc/cmmi/files/choosehealthplan.pdf


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that can serve as a scalable model for the nation. Combined with additional investments by purchasers, payers, and providers of care in Delaware, the grant funds are supporting changes in healthcare delivery that will create more than $1 billion in value through 2020. Decisions related to implementation of the SHIP work impact virtually every constituency in the state. Consequently, all activities associated with health care innovation must be open, inclusive and participatory. The State of Delaware collaborates with many stakeholders, partner organizations and state agencies as a result of the SIM award. There are several individual initiatives across Delaware that aim to address health system transformation efforts across a diverse system of care. In an effort to reduce duplication of effort, the selected vendor(s) will be encouraged to engage in these collaborative partnerships, as appropriate or requested by the State of Delaware. The following is not an exhaustive list of stakeholder groups, but meant to be examples of primary partners in the effort:

Delaware Division of Medicaid and Medical Assistance (DMMA) Delaware Health Information Network (DHIN) Delaware Division of Public Health Delaware Center for Health Innovation (DCHI) Members of the General Assembly Patients and consumers Insurance industry representatives Medical Society of Delaware Federally Qualified Health Centers Chambers of Commerce Delaware Healthcare Association

Delaware will continue to implement its health system transformation strategy across seven (7) core elements:

1) Transformation of primary care through patient-centered medical homes (PCMHs), accountable care organizations (ACOs), and other innovative delivery models;

2) A workforce learning and development program focused on delivering team-based, integrated care;

3) Multi-payer transition to value-based payment models statewide (Pay for Value and Total Cost of Care), with 90% enrollment into value-based payment by primary care providers by the end of 2018;

4) An innovative, multi-payer, provider performance scorecard, composed of quality, patient experience, utilization, and cost measures tied to new payment models;

5) A statewide population health improvement program linking community-based health initiatives with the delivery system;

6) Patient engagement activities that support individuals to manage their own health and healthcare; and,

7) Leveraging Delaware Health Information Network (DHIN) to support health system transformation.

The activities proposed under this RFP are specific to supporting Delaware’s vision to be a national leader in the areas of the Triple Aim Plus One. Delaware has determined eight


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(8) key investments, referred to as SIM primary drivers, necessary for overall health system transformation success:

Goal/Driver 1 Engage patients in their health Goal/Driver 2 Launch Healthy Neighborhoods to improve integration among

community organizations and the delivery system Goal/Driver 3 Implement patient centered medical homes and accountable

care organizations that take responsibility for care coordination for high risk adults/elderly and children that is person centered and team based

Goal/Driver 4 Expand access to care Goal/Driver 5 Promote provider engagement Goal/Driver 6 Develop and implement a strategy to promote integration of

primary care and behavioral health Goal/Driver 7 Promote introduction of value-based payment models across

payers and monitor implementation Goal/Driver 8 Introduce Common Scorecard and Health Care Claims

Database as convenient tools for cost and quality transparency

C. Project Overview The state is seeking a firm to assist in overall project management support to the state and to provide specialized expertise in the necessary planning and the design, development and implementation specific health system transformation activities for the state. The winning bidder(s) may be asked to assist the state with tasks associated with other provisions within the health system transformation efforts to ensure coordination across the broad initiative. There are three (3) Components of this Request for Proposals. Contractors are strongly encouraged to consider bidding on all three components as part of a single contract, including proposing to partner with subcontractors with particularized expertise in specific project components in order to present a strong comprehensive proposal in response to all project components. While the state would prefer to contract with a single firm encompassing all required expertise and/or subcontract for the full complement of expertise required for this Request for Proposal, the state may opt to select more than one vendor under this RFP.

III. Scope of Work

The activities contained in this RFP are aligned with several Drivers of the Delaware State Innovation Model Testing Cooperative Agreement initiative, to include Driver 2 and Driver 6 (see chart above). As noted in the previous section, the purpose of the RFP is to procure professional services for specific activities required to effectively support health system transformation in the state. These professional services will include project facilitation and management services for the State of Delaware Department of Health and Social Services, Health Care Commission during the period of August 15, 2017 through January 31, 2018, with the possibility of extending the contract for additional periods through January 31, 2019, depending on


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availability of funding and vendor performance. If funding is available for this scope of work, services may continue through January 31, 2022. Please Note: For purposes of this RFP, the use of the terms “shall”, “must”, and “will” are used interchangeably when describing applicant’s/bidder duties. The terms “bidders”, “vendors”, “firm” and “applicants” are also used interchangeably.

Detailed information on the three (3) Component focus areas is listed below. Responses should address the vendor’s approach to accomplish the elements described within each Component for which they are submitting a proposal to include:

• A detailed description of the vendor’s (and/or any subcontractor’s) capability, capacity, and qualifications to complete the work described

• A staffing plan and qualifications of staff for the vendor and/or any subcontractors • A comprehensive work plan including the vendor’s proposed approach for

implementing the Scope of Work as requested • A description of the vendor’s ability to implement multiple components individually or

through collaboration with subcontractors

Component A: SIM Project Management, Analytics and Grant Facilitation

These services will include, but are not limited to: 1) strategic planning, 2) project management support for the federal grant to meet both federal and state requirements, 3) stakeholder support and engagement, 4) research and analysis. These services will be specifically for purposes of coordination and compliance of all facets of SIM and health care reform related services under this RFP. Services will also be for administrative support of SIM federal requirements (e.g. quarterly and annual progress reports, bi-weekly federal calls, stakeholder engagement). Bidders applying for this Component area must select, at a minimum, one additional Component to implement. Bidders may select all three (3) focus areas and subcontract for the full complement of expertise required for this request for proposal. Subcontractors must be identified in advance and Attachment 10 must be included in the bidder’s proposal.

Component A Project Summary: The State seeks a contractor with expertise in project management. The State’s intent is to procure a vendor with the expertise and experience to support the continued development of the state’s vision as articulated in the SIM Operational Plan. The Contractor must provide a Project Manager who will serve as the single point of contact with strong technical skills who can manage a multi-faceted team, including potentially members who may be either employees of the Contractor, or sub-contractors, or even separate Contractors chosen because of particularized expertise in one or more of the Components. The Project Manager must demonstrate expertise in multiple skill sets including but not limited to health care systems design, facilitation, collaboration, data analysis and problem solving, synthesizing information, and knowledge in relevant content areas including population health, behavioral health, and delivery system and payment reform methods. The contractor team must understand systems change and have experience aligning priorities and initiatives across multiple public (e.g. different state agencies) and private entities and initiatives. The Contractor must have the ability to navigate a politically sensitive environment and build consensus.

http://dhss.delaware.gov/dhss/dhcc/files/desimopplan3.pdf


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A guiding principle of Delaware’s SIM plan has been engaging in an open, transparent and inclusive processes with the meaningful participation of diverse stakeholders in its design and implementation. The Contractor will undertake processes in accordance with this principle while promoting communication and collaboration between the different state agencies and other stakeholder committees/boards as appropriate. The Contractor will have regular interactions with the Health Care Commission and its partner stakeholders to ensure coordination of efforts. Furthermore, the Contractor will work with key stakeholders and staff members to ensure that target areas of focus are being addressed.

Meeting Support The selected vendor will be expected to support the HCC in facilitating internal state-level meetings as well as attending various external committee and stakeholder meetings and report on the progress and outcome of each. Specific tasks will include but not be limited to:

o Work under the leadership of the HCC to provide project management Facilitate regular weekly meetings with the internal state SIM

leadership to achieve consensus on project direction and major strategic decisions. Related tasks include: development and tracking of a project work plan, developing meeting agendas; drafting memos and emails for state staff to distribute to stakeholders and interested parties; developing discussion documents, creating monthly presentations to the HCC, and budget tracking and reporting related to this contract.

o Attend and provide reports at monthly HCC meetings on progress made on SIM and health care reform activities.

o Attend, provide reports at, synthesize feedback from, and recommend actions as a result of any relevant stakeholder meetings (e.g. DCHI Committees).

Program Organization and Management The Contractor will provide miscellaneous organizational and management support to the HCC. Such tasks may include, but are not limited to:

• Preparing and delivering presentations on all project performance to state leadership and the public in a variety of settings

• Conducting research and analysis • Tracking and updating the project plan • Identifying, tracking, and resolving issues • Facilitating coordination among and between other state agencies and key

stakeholders • Analyzing, evaluating, and interpreting data • Providing health care industry and national best practice expertise • Facilitating the development of any legislative, regulatory, and/or policy actions

required to successfully achieve project goals for Delaware SIM and health care reform

• Ensuring the overall integration of, and participating as required in, other program areas to include:

o Health care payment o Clinical delivery system reform o Population health/Healthy Neighborhoods o Workforce and Education


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o Patient and Consumer Delaware’s Annual Operational Plan and Required Reports As a SIM model test state, the selected vendor will provide support to Delaware in the preparation and submission of an Operational Plan, Quarterly Progress Reports, and an Annual Report to the Center for Medicare and Medicaid Innovation (CMMI). In order to demonstrate readiness for the subsequent year of the Model Testing Phase, the operational plan must describe all activities the state and stakeholders will undertake in support of achieving the Triple Aim Plus One, including specific milestones with a quarterly schedule that will document progress toward achieving stated objectives. Driver diagrams plus a Health Information Technology (HIT) plan are additional components of the overall operational plan. An annual report and quarterly progress reports are also deliverables the state must provide to CMMI. The annual report, due within 90 days of the end of the project period, includes summaries of activities during the Award Year, challenges encountered and possible resolutions, funding, and stakeholder engagement. Quarterly Progress Reports are due within 30 days of the end of each quarter and include summaries of project status, assessment of risks, and financial reporting. Specific tasks to be included:

• Prepare all subcomponents of the operational plan such as driver diagrams, a HIT plan, etc. based on guidance from CMMI and working with staff and SIM leadership

• Prepare all subcomponents of the Quarterly Progress Reports based on guidance from CMMI and working with staff and SIM leadership;

• Prepare all subcomponents of the Annual Report based on guidance from CMMI and working with staff and SIM leadership;

• Draft all required reports based on input from the State SIM leadership and other relevant stakeholders;

• Finalize the plan and any other reports for submission as required by CMMI and the state.

Selected vendor support will include, but is not limited to, the deliverables and activities outlined in the narrative above and the table below:

Component A Reporting Requirement/Deliverable/Activity

Frequency

Status and strategy meetings with state leadership for SIM and health care reform

Weekly, and as needed

Meetings of HCC and stakeholder organizations Monthly, and as required Participate in calls/meetings with CMMI to provide updates on project progress

Bi-weekly

Quarterly Progress Reports Quarterly (May, August, November, February)

Annual Report Annually (May) Operational Plan Annually (December)

Maximum Budget for Component A: $500,000.00 (through January 31, 2018)


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Component B: Behavioral Health Integration Program Management and Analysis Component B Project Summary: Leaders in Delaware’s health care community agree that better integration of behavioral health and primary care will improve chronic disease management and be instrumental in achieving the Triple Aim Plus One. As a result of ongoing SIM efforts in the state, Delaware has developed a strategy for implementation to achieve the vision of integrated behavioral and primary care. Behavioral health has been broadly defined as the state of mental and emotional wellbeing. Behavioral health conditions – including mental illness, substance abuse, the impact of stress on chronic illness, and unhealthy behaviors - are common.1 In FY17, almost half of the Department of Health and Social Services’ budget was allocated for services such as mental health and addiction treatment. The impacts of these conditions are significant. Studies indicate that a behavioral health diagnosis often correlates to poorer overall health and unhealthy behaviors such as smoking, obesity, and non-adherence to medical treatment.2 Under this Component area, the state seeks a vendor to provide facilitation and management for a Behavioral Health Integration (BHI) pilot project. As part of this project, the selected vendor will be responsible for coordination and collaboration with the state and community stakeholders to operationalize this pilot in accordance with a compilation of recommended strategies across multiple resources. A few examples of these resources include the state SIM Operational Plan, the DCHI consensus papers on Integration of Behavioral Health and Primary Care and Behavioral Health Integration Testing Program Implementation Plan, and the technical assistance experts at CMMI.

Program Management The selected vendor will provide program management support to the HCC to include, but is not limited to:

• Presentations on all Component project performance to state leadership and the public in a variety of settings

• Conducting research and analysis related to the Component • Creating, tracking and updating the Component project plan • Identifying, tracking and resolving issues • Facilitating coordination among and between other state agencies and

key stakeholders • Analyzing, evaluating and interpreting data • Providing health care industry and national best practice expertise • Providing input to the development of any legislative, regulatory and

policy actions required to successfully achieve project goals for the Component

• Participating in calls/meetings with CMMI to provide updates and/or presentations on project performance

Pilot Project Design and Implementation Using the resources defined above as guides, the selected vendor will be responsible for creating a project plan for, and implementing a pilot program with the goal of testing the operational feasibility of BHI in advance of promoting adoption of integrated models

1 www.nimh.nih.gov , accessed on 11/24/2015. 2 DiMatteo, M.R., Lepper, H.S., and Croghan, T.W. (2000). Archives of Internal Medicine; 160, 2101-2107.

http://dhss.delaware.gov/dhss/dhcc/files/desimopplan3.pdf

http://dhss.delaware.gov/dhcc/files/primary_care.pdf

http://dhss.delaware.gov/dhcc/files/integration_plan.pdf

http://www.nimh.nih.gov/


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statewide. The three models to be tested will fall along a spectrum of integration from referral and co-management to full integration. Specific tasks to be included:

• Develop selection criteria for participating providers • Create and execute a comprehensive recruitment, matching, and tracking

process for participating practices • Draft and implement co-management agreements, as needed • Develop milestones and metrics for evaluation of participants • Design tools to collect data from participating practices • Provide training and technical assistance to pilot participants to ensure their

success • Identify challenges with and for participating providers and develop solutions • Analyze data gathered from participants • Conduct at least two (2) Learning Collaboratives for participants

Evaluation and Reporting At the end of the BHI pilot project, the selected vendor will provide HCC with a comprehensive evaluation and narrative report of the pilot. The report will include baseline metrics compared to operational performance over time and prospects for financial sustainability. The vendor will aggregate findings across testing program participants, outline learnings, and convene a learning collaborative to share lessons and best practices from the various models of integration with other providers in the state interested in integrating behavioral health into primary care. Plan for Integration of EMR Assistance into Pilot A component of Delaware’s SIM strategy has been to support behavioral health (BH) providers as they transition to electronic medical records (EMR). In 2016, HCC released two rounds of funding to support BH providers in this transition. Additional funding is available to provide support to BH providers in SIM Award Year 3. To adequately prepare proposals for this RFP, applicants can visit http://bids.delaware.gov/ to search for awarded solicitations for the HSS-16-037R Behavioral Health Electronic Medical Records Assistance Program. The selected vendor will review the design and implementation of the previous assistance program. Using this information, the vendor will propose a model to provide financial support to behavioral health providers participating in the pilot to initiate or enhance their EMR systems to ensure full integration, and may also propose a method of funding additional practices outside of the pilot, if funding allows. SIM funding can be used to provide support to practices. Tasks will include:

• Review previous HCC BH EMR Assistance Program and make recommendations for revised approach

• Establish criteria for funding working with HCC and within CMMI guidelines • Develop reporting and tracking tools for recipients • Ensure compliance with state and federal regulations

Selected vendor support for this component will include, but is not limited to, the deliverables and activities outlined above and below:

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Component B Reporting Requirement/Deliverable/Activity

Frequency/Due Date

Initial work to design pilot project, recruit providers, and related start-up activities

First 3 months of contract

Launch pilot project No later than 3 months after contract execution

Gather data from participants and report to HCC Monthly

Conduct Learning Collaboratives for pilot participants

At least 2 during pilot

Participate in calls/meetings with SIM leadership and/or project manager

Bi-weekly

Participate in calls/meetings with CMMI to provide updates on project progress

As requested

Submit final report to HCC Within 60 days of pilot completion Conduct statewide learning collaborative Within 60 days of submitting final

report Maximum Budget for Component B: $700,000.00 (through January 31, 2018) – At least 20% of the proposed budget must be used for EMR Assistance. Component C: Healthy Neighborhoods Program Implementation and Analysis Component C Project Summary: The HCC, via funding from the CMMI SIM Cooperative Agreement grant, seeks to accelerate the initial programming of the Healthy Neighborhoods project. For a full description of Healthy Neighborhoods, consult DCHI Consensus papers: Healthy Neighborhoods Operating Model and Healthy Neighborhoods Rollout Approach. Applicant proposals should describe a plan and infrastructure for the development and implementation of Healthy Neighborhoods, including a mechanism for community needs assessment and a strategy to address those needs across at least one (1) of the following four (4) priority areas: Healthy Lifestyles, Maternal and Child Health, Mental Health and Addiction and Chronic Disease Prevention and Management.

Program Management The selected vendor will provide program management support to the HCC to include, but is not limited to:

• Presentations on all Component project performance to state leadership and the public in a variety of settings

• Conducting research and analysis related to the Component • Creating, tracking and updating the Component project plan • Identifying, tracking and resolving issues • Facilitating coordination among and between other state agencies and

key stakeholders • Analyzing, evaluating and interpreting data • Providing health care industry and national best practice expertise • Providing input to the development of any legislative, regulatory and

policy actions required to successfully achieve project goals for the Component

http://dhss.delaware.gov/dhcc/files/healthy_neighborhoods.pdf

http://dhss.delaware.gov/dhcc/files/neighborhood_rollout.pdf


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• Participating in calls/meetings with CMMI to provide updates and/or presentations on project performance

“Mini-Grant” Program Design and Implementation The winning bidder shall develop and administer a “mini-grant”—or similar—program to fund the implementation of a Healthy Neighborhood (HN) in each pre-identified Local Council (LC) area. Funding in the initial project period shall be used to support between three (3) and six (6) Healthy Neighborhoods and LCs in the following geographic locations:

Communities Population Health Systems FQHC(s)

Wilmington/Claymont 99,000 CCHS (Wilmington), St. Francis, Nemours

Westside, Henrietta Johnson

Brandywine/Hockessin 77,000 CCHS (Christiana), St. Francis, Nemours


Newark/Bear/Glasgow 109,000 CCHS (Christiana), St. Francis, Nemours Westside

Christiana/Pike Creek 103,000 CCHS (Christiana), St. Francis, Nemours


New Castle/Red Lion 97,000 CCHS (Christiana), St. Francis, Nemours


Middletown/Odessa/Townsend 49,000 CCHS (Christiana), Bayhealth (Kent), Nemours

Westside

Smyrna/Dover 103,000 CCHS (Christiana), Bayhealth (Kent), Nemours, VA

Westside

Kent/Sussex 88,000 Bayhealth (Milford), Nemours

La Red, Westside

West/Central Sussex 99,000 Nanticoke, Beebe, Nemours, VA

La Red, Westside

Eastern Sussex 68,000 Beebe La Red

The HCC will provide funding to a single vendor to oversee and fully manage the program. The vendor will be responsible for screening, identifying a fiscal agent in the Healthy Neighborhood, awarding, administering, and monitoring the mini-grant program in accordance with defined metrics and other requirements set by the HCC and CMMI. Other required areas of support for this Component area include providing training and technical assistance to each local council (local and statewide trainings/collaboratives), providing learning materials and educational resources and make available to the LC and respective stakeholders, and supporting Local Councils in developing coalitions or similar networks in their community.


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The selected vendor will provide assistance to each LC for the following activities:

1. Identifying current needs, resources, and gaps in the Neighborhood (needs assessment)

2. Identifying adequate representation in each LC to ensure there is collaboration across multiple sectors

3. Prioritizing the area(s) of focus for the Neighborhood. Local Councils may select one or more priority areas to ensure improved health in the area: a. Healthy Lifestyles b. Maternal and Child Health c. Mental Health and Addiction d. Chronic Disease Prevention and Management

4. Drafting a three-year strategic plan for the Neighborhood 5. Creating and implementing an outcomes-based action plan based on the priority

area(s) selected 6. Overseeing, monitoring, evaluating, and reporting on initiatives 7. Sharing best practices across the state with other Healthy Neighborhoods/Local

Councils 8. Developing a sustainability plan for each LC

The HCC strongly encourages applicants to collaborate and coordinate with existing local councils already formed in the state through the work of the Delaware Center for Health Innovation, a key stakeholder in the work of SIM. The state is aware of, and will approve, Local Councils previously formed in the state interested in taking advantage of this RFP project’s support. As such, the winning bidder can propose varying levels of support for Local Councils depending on their current status/progress. In order to maintain a comprehensive, viable program, each Local Council receiving funding through a contract under this project must work in coordination with each other, the managing vendor, the Health Care Commission, and as applicable, the Delaware Center for Health Innovation.

Selected vendor support for this component will include, but is not limited to, the deliverables and activities outlined above and below, with a suggested timeline:

Component C Reporting Requirement/Deliverable/Activity

Frequency/Due Date

Initial work to assess current HNs, design funding model, identify fiscal agents, and conduct start-up activities

First 2 months of contract

Provide funding to up to 6 LCs Beginning within 2-3 months of contract execution

Gather data from LCs and report to HCC Monthly

Conduct Learning Collaborative and provide training and technical assistance to LCs

Ongoing

Participate in calls/meetings with SIM leadership and/or project manager

Bi-weekly

Participate in calls/meetings with CMMI to provide updates on project progress

As requested


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Maximum Budget for Component C: $750,000.00 (through January 31, 2018) – At least 75% of the proposed budget must be used to support Neighborhoods through the mini-grant program.

IV. Detailed Budget and Budget Narrative: The applicant must submit a separate annualized line item budget reflecting costs to be charged to any resulting contract for each Component of the project that the applicant is proposing to accomplish. The cost proposal must be accompanied by a budget narrative describing calculations and justification for expenditures. Indirect costs must not exceed 10% as required under the CMS terms and conditions for the cooperative agreement which is solely funding this contract.

V. Required Information The following information shall be provided in each proposal in the order listed below. Failure to respond to any request for information within this proposal may result in rejection of the proposal at the sole discretion of the state. A. Minimum Requirements

1. Provide Delaware license(s) and/or certification(s) necessary to perform services as identified in the scope of work.

2. Prior to the execution of an award document, the successful Vendor shall either

furnish the Agency with proof of State of Delaware Business Licensure or initiate the process of application where required.

3. Vendor shall provide responses to the Request for Proposal (RFP) scope of work

and clearly identify capabilities as presented in the General Evaluation Requirements below.

4. Complete all appropriate attachments and forms as identified within the RFP.

5. Proof of insurance and amount of insurance shall be furnished to the Agency prior to

the start of the contract period and shall be no less than as identified in the bid solicitation, Section D, Item 7, subsection g (insurance).

B. Format and Content of Response Proposals shall contain the following information, adhering to the order, as shown below: 1. Required forms and attachments as indicated in this Request for Proposal (e.g.

Page 41).

2. Title Page- must include: 1) the RFP subject/focus area(s); 2) the name of the applicant; 3) the applicant’s full address; 4) the applicant’s telephone; 5) the name and title of the designated contact person; and 6) designated contact person’s email address.

3. Table of Contents- The table of contents shall include a clear and complete identification of information presented by section and page number.


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4. Methodology/Scope of Services- This section shall describe in detail the approach that will be taken to carry out the activities described in the Scope of Services section of this RFP. Specific completion dates for the various tasks must be shown. The work plan shall outline S.M.A.R.T. (specific, measurable, attainable, relevant and timely) objectives, activities, strategies, and resources. If bidder is bidding on more than one Component area, please provide a separate methodology/work plan for each area. However, methodology/work plans are to be submitted in one (1) RFP proposal submission. Bidders should clearly label the files on the electronic submissions and it is recommended that tabs are used on the hardcopy submission to clearly identify each Component area, attachments, etc.

5. Qualifications of Vendor- This section shall contain sufficient information to demonstrate experience and staff expertise to carry out the project. A statement must be included that the vendor either has or certifies he/she will secure a Delaware Business License prior to initiation of the project. Attach articles of incorporation and IRS certification of tax exempt status if applicable. The specific individuals and subcontractors proposed to work on this project must be identified, along with the nature and extent of their involvement. The qualifications of these individuals shall be presented (in resumes or other formats). If conducting this project will require hiring of one or more individuals who are not currently employed by the bidding organization, applications shall provide detailed job descriptions, including required qualifications and experience. If subcontractors are to be used, the proposal shall also contain similar information regarding each subcontractor. Attachment 10 must be submitted with the proposal for all subcontractors.

6. Bidder’s Professional Reference Letters- Letters from at least three (3) organizations/agencies for which the vendor carried out a similar project must be included. If no similar project has been conducted, other projects requiring comparable skills can be used.

Bidder shall list all contracts awarded to it or its predecessor firm(s) by the State of Delaware; during the last three years, by State Department, Division, Contact Person (with address/phone number), period of performance and amount. The Evaluation/Selection Review Committee will consider these additional references and may contact each of these sources. Information regarding bidder performance gathered from these sources may be included in the Committee’s deliberations and factored in the final scoring of the bid. Failure to list any contract as required by this paragraph may be grounds for immediate rejection of the bid.

7. Budget and Budget Justification

Vendor will submit a line item budget and budget justification, for each contract year (through January 31, 2019), using a format mirroring that in Attachment 11. Bidders must describe how funds will be used. A detailed line item budget should include the hourly rate of pay for each staff member. If bidder is bidding on more than one Component area, please provide a detailed line item budget and budget justifications for each area.


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C. General Evaluation Requirements

Meets mandatory RFP provisions (Pass/Fail) Paper copies properly submitted (must be identical to CD submission) CDs properly submitted Forms properly submitted

Capability, Capacity and Qualifications (25 points out of 100) Does the applicant adequately demonstrate knowledge of and experience to perform

the activities as written in the Scope of Services section of the RFP? Has the applicant demonstrated the ability to complete all tasks and work

collaboratively with identified partners? Does the applicant demonstrate adequate capacity and ability to operate statewide?

Staffing plan and qualifications of vendor (20 points out of 100) Does the applicant demonstrate a concise history of, infrastructure to, and capacity

for implementing and managing the requirements of the RFP? Has the applicant identified potential barriers and solutions for implementing the

requirements of the RFP? Does the applicant demonstrate adequate expertise in implementing, communicating

and/or coordinating statewide collaborative projects such as described in the RFP? Does the applicant demonstrate satisfactory performance with administrative, fiscal,

and programmatic management of government funds or other funding entities, including timely and accurate submission of fiscal and program documentation, subcontracts, progress reports and maintaining compliance with funding agency requirements?

Quality of Work Plan and Approach (25 points out of 100) Does the applicant provide a logical sequence of activities, adequate work plan and

appropriate timeline to accomplish the needs of the state as outlined in the RFP? Does the applicant’s methodological approach have SMART objectives that can be

implemented in accordance with proposed timeline? Professional References (5 points out of 100) Has the applicant provided 3 contacts (name, address, phone and email) to

demonstrate success in executing similar projects? Are the demonstrated projects appropriate to scale as necessary to accomplish the

proposed service delivery for this RFP?

Budget and Budget Justification (20 points out of 100) Are both budget and justification complete for stated project period? Is the information in the justification narrative consistent with the proposed work

plan? Are the proposed costs reasonable and sufficient to accomplish the proposed service

delivery? ACA Safe Harbor Additional Fee (5 points out of 100)


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VI. Professional Services RFP Administrative Information A. RFP Issuance

1. Public Notice

Public notice has been provided in accordance with 29 Del. C. §6981.

2. Obtaining Copies of the RFP This RFP is available in electronic form through the State of Delaware Procurement website at www.bids.delaware.gov . Paper copies of this RFP will not be available.

3. Assistance to Vendors with a Disability Vendors with a disability may receive accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the Designated Contact no later than ten days prior to the deadline for receipt of proposals.

4. RFP Designated Contact All requests, questions, or other communications about this RFP shall be made in writing to the State of Delaware. Address all communications to the person listed below; communications made to other State of Delaware personnel or attempting to ask questions by phone or in person will not be allowed or recognized as valid and may disqualify the vendor. Vendors should rely only on written statements issued by the RFP designated contact. Helen Arthur Director of Planning and Policy Health Care Commission Department of Health and Social Services 410 Federal Street, Suite 7 Margaret O’Neill Building Dover, DE 19901 [email protected] To ensure that written requests are received and answered in a timely manner, electronic mail (e-mail) correspondence is acceptable, but other forms of delivery, such as postal and courier services can also be used.

5. Consultants and Legal Counsel The State of Delaware may retain consultants or legal counsel to assist in the review and evaluation of this RFP and the vendors’ responses. Bidders shall not contact the State’s consultant or legal counsel on any matter related to the RFP.

6. Contact with State Employees Direct contact with State of Delaware employees other than the State of Delaware Designated Contact regarding this RFP is expressly prohibited without prior consent. Vendors directly contacting State of Delaware employees risk elimination of their proposal from further consideration. Exceptions exist only for organizations currently doing business in the State who require contact in the normal course of doing that business.

7. Organizations Ineligible to Bid

http://delcode.delaware.gov/title29/c069/sc06/index.shtml#6981


mailto:[email protected]


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Any individual, business, organization, corporation, consortium, partnership, joint venture, or any other entity including subcontractors currently debarred or suspended is ineligible to bid. Any entity ineligible to conduct business in the State of Delaware for any reason is ineligible to respond to the RFP.

8. Exclusions The Proposal Evaluation Team reserves the right to refuse to consider any proposal from a vendor who: a. Has been convicted for commission of a criminal offense as an incident to

obtaining or attempting to obtain a public or private contract or subcontract, or in the performance of the contract or subcontract:

b. Has been convicted under State or Federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, or other offense indicating a lack of business integrity or business honesty that currently and seriously affects responsibility as a State contractor:

c. Has been convicted or has had a civil judgment entered for a violation under State or Federal antitrust statutes:

d. Has violated contract provisions such as; 1) Knowing failure without good cause to perform in accordance with the

specifications or within the time limit provided in the contract; or 2) Failure to perform or unsatisfactory performance in accordance with terms of

one or more contracts; e. Has violated ethical standards set out in law or regulation; and f. Any other cause listed in regulations of the State of Delaware determined to be

serious and compelling as to affect responsibility as a State contractor, including suspension or debarment by another governmental entity for a cause listed in the regulations.

B. RFP Submissions

1. Acknowledgement of Understanding of Terms By submitting a bid, each vendor shall be deemed to acknowledge that it has carefully read all sections of this RFP, including all forms, schedules and exhibits hereto, and has fully informed itself as to all existing conditions and limitations.

2. Proposals To be considered, all proposals must be submitted in writing and respond to the items outlined in this RFP. The State reserves the right to reject any non-responsive or non-conforming proposals. Each proposal must be submitted with three (3) paper copies and six (6) electronic copies on CD or DVD media disk, or USB memory sticks. Electronic copies must be identical to the paper copy. Please provide a separate electronic pricing file from the rest of the RFP proposal responses. All properly sealed and marked proposals are to be sent to the State of Delaware and received no later than 11:00 AM (Local Time) on July 31, 2017. The Proposals may be delivered by Express Delivery (e.g., FedEx, UPS, etc.), US Mail, or by hand to: Kimberly Jones Purchasing Service Administrator Department of Health and Social Services Procurement Branch


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Main Admin Bldg., Sullivan Street 2nd floor – room #257 1901 N. DuPont Hwy. Herman Holloway Campus New Castle, DE 19720 Vendors are directed to clearly print “BID ENCLOSED” and “RFP number “HSS-17-026” on the outside of the bid submission package. Any proposal received after the Deadline for Receipt of Proposals date shall not be considered and shall be returned unopened. The proposing vendor bears the risk of delays in delivery. The contents of any proposal shall not be disclosed as to be made available to competing entities during the negotiation process. Upon receipt of vendor proposals, each vendor shall be presumed to be thoroughly familiar with all specifications and requirements of this RFP. The failure or omission to examine any form, instrument or document shall in no way relieve vendors from any obligation in respect to this RFP.

3. Proposal Modifications Any changes, amendments or modifications to a proposal must be made in writing, submitted in the same manner as the original response and conspicuously labeled as a change, amendment or modification to a previously submitted proposal. Changes, amendments or modifications to proposals shall not be accepted or considered after the hour and date specified as the deadline for submission of proposals.

4. Proposal Costs and Expenses The State of Delaware will not pay any costs incurred by any Vendor associated with any aspect of responding to this solicitation, including proposal preparation, printing or delivery, attendance at vendor’s conference, system demonstrations or negotiation process.

5. Proposal Expiration Date Prices quoted in the proposal shall remain fixed and binding on the bidder at least through August 15, 2018]. The State of Delaware reserves the right to ask for an extension of time if needed.

6. Late Proposals Proposals received after the specified date and time will not be accepted or considered. To guard against premature opening, sealed proposals shall be submitted, plainly marked with the proposal title, vendor name, and time and date of the proposal opening. Evaluation of the proposals is expected to begin shortly after the proposal due date. To document compliance with the deadline, the proposal will be date and time stamped upon receipt.

7. Proposal Opening The State of Delaware will receive proposals until the date and time shown in this RFP. Proposals will be opened in the presence of State of Delaware personnel. Any unopened proposals will be returned to the submitting Vendor.


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There will be no public opening of proposals but a public log will be kept of the names of all vendor organizations that submitted proposals. The contents of any proposal shall not be disclosed in accordance with Executive Order # 31 and Title 29, Delaware Code, Chapter 100.

8. Non-Conforming Proposals Non-conforming proposals will not be considered. Non-conforming proposals are defined as those that do not meet the requirements of this RFP. The determination of whether an RFP requirement is substantive or a mere formality shall reside solely within the State of Delaware.

9. Concise Proposals The State of Delaware discourages overly lengthy and costly proposals. It is the desire that proposals be prepared in a straightforward and concise manner. Unnecessarily elaborate brochures or other promotional materials beyond those sufficient to present a complete and effective proposal are not desired. The State of Delaware’s interest is in the quality and responsiveness of the proposal.

10. Realistic Proposals It is the expectation of the State of Delaware that vendors can fully satisfy the obligations of the proposal in the manner and timeframe defined within the proposal. Proposals must be realistic and must represent the best estimate of time, materials and other costs including the impact of inflation and any economic or other factors that are reasonably predictable. The State of Delaware shall bear no responsibility or increase obligation for a vendor’s failure to accurately estimate the costs or resources required to meet the obligations defined in the proposal.

11. Confidentiality of Documents Subject to applicable law or the order of a court of competent jurisdiction to the contrary, all documents submitted as part of the vendor’s proposal will be treated as confidential during the evaluation process. As such, vendor proposals will not be available for review by anyone other than the State of Delaware/Proposal Evaluation Team or its designated agents. There shall be no disclosure of any vendor’s information to a competing vendor prior to award of the contract unless such disclosure is required by law or by order of a court of competent jurisdiction. The State of Delaware and its constituent agencies are required to comply with the State of Delaware Freedom of Information Act, 29 Del. C. § 10001, et seq. (“FOIA”). FOIA requires that the State of Delaware’s records are public records (unless otherwise declared by FOIA or other law to be exempt from disclosure) and are subject to inspection and copying by any person upon a written request. Once a proposal is received by the State of Delaware and a decision on contract award is made, the content of selected and non-selected vendor proposals will likely become subject to FOIA’s public disclosure obligations. The State of Delaware wishes to create a business-friendly environment and procurement process. As such, the State respects the vendor community’s desire to protect its intellectual property, trade secrets, and confidential business information (collectively referred to herein as “confidential business information”). Proposals

http://governor.delaware.gov/orders/exec_order_31.shtml

http://delcode.delaware.gov/title29/c100/index.shtml




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must contain sufficient information to be evaluated. If a vendor feels that they cannot submit their proposal without including confidential business information, they must adhere to the following procedure or their proposal may be deemed unresponsive, may not be recommended for selection, and any applicable protection for the vendor’s confidential business information may be lost. In order to allow the State to assess its ability to protect a vendor’s confidential business information, vendors will be permitted to designate appropriate portions of their proposal as confidential business information. Vendor(s) may submit portions of a proposal considered to be confidential business information in a separate, sealed envelope labeled “Confidential Business Information” and include the specific RFP number. The envelope must contain a letter from the Vendor’s legal counsel describing the documents in the envelope, representing in good faith that the information in each document is not “public record” as defined by 29 Del. C. § 10002, and briefly stating the reasons that each document meets the said definitions. Upon receipt of a proposal accompanied by such a separate, sealed envelope, the State of Delaware will open the envelope to determine whether the procedure described above has been followed. A vendor’s allegation as to its confidential business information shall not be binding on the State. The State shall independently determine the validity of any vendor designation as set forth in this section. Any vendor submitting a proposal or using the procedures discussed herein expressly accepts the State’s absolute right and duty to independently assess the legal and factual validity of any information designated as confidential business information. Accordingly, Vendor(s) assume the risk that confidential business information included within a proposal may enter the public domain.

12. Price Not Confidential Vendors shall be advised that as a publically bid contract, no Vendor shall retain the right to declare their pricing confidential.

13. Multi-Vendor Solutions (Joint Ventures) Multi-vendor solutions (joint ventures) will be allowed only if one of the venture partners is designated as the “prime contractor”. The “prime contractor” must be the joint venture’s contact point for the State of Delaware and be responsible for the joint venture’s performance under the contract, including all project management, legal and financial responsibility for the implementation of all vendor systems. If a joint venture is proposed, a copy of the joint venture agreement clearly describing the responsibilities of the partners must be submitted with the proposal. Services specified in the proposal shall not be subcontracted without prior written approval by the State of Delaware, and approval of a request to subcontract shall not in any way relieve Vendor of responsibility for the professional and technical accuracy and adequacy of the work. Further, vendor shall be and remain liable for all damages to the State of Delaware caused by negligent performance or non-performance of work by its subcontractor or its sub-subcontractor. Multi-vendor proposals must be a consolidated response with all cost included in the cost summary. Where necessary, RFP response pages are to be duplicated for each vendor.


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a. Primary Vendor

The State of Delaware expects to negotiate and contract with only one “prime vendor”. The State of Delaware will not accept any proposals that reflect an equal teaming arrangement or from vendors who are co-bidding on this RFP. The prime vendor will be responsible for the management of all subcontractors.

Any contract that may result from this RFP shall specify that the prime vendor is solely responsible for fulfillment of any contract with the State as a result of this procurement. The State will make contract payments only to the awarded vendor. Payments to any-subcontractors are the sole responsibility of the prime vendor (awarded vendor). Nothing in this section shall prohibit the State of Delaware from the full exercise of its options under Section IV.B.16 regarding multiple source contracting.

b. Sub-contracting The vendor selected shall be solely responsible for contractual performance and management of all subcontract relationships. This contract allows subcontracting assignments; however, vendors assume all responsibility for work quality, delivery, installation, maintenance, and any supporting services required by a subcontractor. Use of subcontractors must be clearly explained in the proposal, and major subcontractors must be identified by name. The prime vendor shall be wholly responsible for the entire contract performance whether or not subcontractors are used. Any sub-contractors must be approved by State of Delaware. Please refer to Attachment 10 for required information on any/all subcontractors.

c. Multiple Proposals A primary vendor may not participate in more than one proposal in any form. Sub-contracting vendors may participate in multiple joint venture proposals.

14. Sub-Contracting The vendor selected shall be solely responsible for contractual performance and management of all subcontract relationships. This contract allows subcontracting assignments; however, vendors assume all responsibility for work quality, delivery, installation, maintenance, and any supporting services required by a subcontractor. Use of subcontractors must be clearly explained in the proposal, and subcontractors must be identified by name. Any sub-contractors must be approved by State of Delaware. Please refer to Attachment 10 for required information on any/all subcontractors.

15. Discrepancies and Omissions Vendor is fully responsible for the completeness and accuracy of their proposal, and for examining this RFP and all addenda. Failure to do so will be at the sole risk of vendor. Should vendor find discrepancies, omissions, unclear or ambiguous intent or meaning, or should any questions arise concerning this RFP, vendor shall notify the State of Delaware’s Designated Contact, in writing, of such findings at least ten


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(10) days before the proposal opening. This will allow issuance of any necessary addenda. It will also help prevent the opening of a defective proposal and exposure of vendor’s proposal upon which award could not be made. All unresolved issues should be addressed in the proposal. Protests based on any omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the Designated Contact, in writing, at least ten (10) calendar days prior to the time set for opening of the proposals. a. RFP Question and Answer Process

The State of Delaware will allow written requests for clarification of the RFP. All questions shall be received no later than June 26, 2017. All questions will be consolidated into a single set of responses and posted on the State’s website at www.bids.delaware.gov by the date of July 17, 2017. Vendor names will be removed from questions in the responses released. Questions should be submitted in the following format. Deviations from this format will not be accepted. Section number Paragraph number Page number Text of passage being questioned Questions not submitted electronically shall be accompanied by a CD and questions shall be formatted in Microsoft Word.

16. State’s Right to Reject Proposals

The State of Delaware reserves the right to accept or reject any or all proposals or any part of any proposal, to waive defects, technicalities or any specifications (whether they be in the State of Delaware’s specifications or vendor’s response), to sit and act as sole judge of the merit and qualifications of each product offered, or to solicit new proposals on the same project or on a modified project which may include portions of the originally proposed project as the State of Delaware may deem necessary in the best interest of the State of Delaware.

17. State’s Right to Cancel Solicitation The State of Delaware reserves the right to cancel this solicitation at any time during the procurement process, for any reason or for no reason. The State of Delaware makes no commitments expressed or implied, that this process will result in a business transaction with any vendor. This RFP does not constitute an offer by the State of Delaware. Vendor’s participation in this process may result in the State of Delaware selecting your organization to engage in further discussions and negotiations toward execution of a contract. The commencement of such negotiations does not, however, signify a commitment by the State of Delaware to execute a contract nor to continue



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negotiations. The State of Delaware may terminate negotiations at any time and for any reason, or for no reason.

18. State’s Right to Award Multiple Source Contracting Pursuant to 29 Del. C. § 6986, the State of Delaware may award a contract for a particular professional service to two or more vendors if the agency head makes a determination that such an award is in the best interest of the State of Delaware.

19. Potential Contract Overlap Vendors shall be advised that the State, at its sole discretion, shall retain the right to solicit for goods and/or services as required by its agencies and as it serves the best interest of the State. As needs are identified, there may exist instances where contract deliverables, and/or goods or services to be solicited and subsequently awarded, overlap previous awards. The State reserves the right to reject any or all bids in whole or in part, to make partial awards, to award to multiple vendors during the same period, to award by types, on a zone-by-zone basis or on an item-by-item or lump sum basis item by item, or lump sum total, whichever may be most advantageous to the State of Delaware.

20. Notification of Withdrawal of Proposal Vendor may modify or withdraw its proposal by written request, provided that both proposal and request is received by the State of Delaware prior to the proposal due date. Proposals may be re-submitted in accordance with the proposal due date in order to be considered further. Proposals become the property of the State of Delaware at the proposal submission deadline. All proposals received are considered firm offers at that time.

21. Revisions to the RFP If it becomes necessary to revise any part of the RFP, an addendum will be posted on the State of Delaware’s website at www.bids.delaware.gov . The State of Delaware is not bound by any statement related to this RFP made by any State of Delaware employee, contractor or its agents.

22. Exceptions to the RFP Any exceptions to the RFP, or the State of Delaware’s terms and conditions, must be recorded on Attachment 3. Acceptance of exceptions is within the sole discretion of the evaluation committee.

23. Business References Provide at least three (3) business references consisting of current or previous customers of similar scope and value using Attachment 5. Include business name, mailing address, contact name and phone number, number of years doing business with, and type of work performed. Personal references cannot be considered.

24. Award of Contract The final award of a contract is subject to approval by the State of Delaware. The State of Delaware has the sole right to select the successful vendor(s) for award, to reject any proposal as unsatisfactory or non-responsive, to award a contract to other




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than the lowest priced proposal, to award multiple contracts, or not to award a contract, as a result of this RFP. Notice in writing to a vendor of the acceptance of its proposal by the State of Delaware and the subsequent full execution of a written contract will constitute a contract, and no vendor will acquire any legal or equitable rights or privileges until the occurrence of both such events. a. RFP Award Notifications

After reviews of the evaluation committee report and its recommendation, and once the contract terms and conditions have been finalized, the State of Delaware will award the contract. The contract shall be awarded to the vendor whose proposal is most advantageous, taking into consideration the evaluation factors set forth in the RFP. It should be explicitly noted that the State of Delaware is not obligated to award the contract to the vendor who submits the lowest bid or the vendor who receives the highest total point score, rather the contract will be awarded to the vendor whose proposal is the most advantageous to the State of Delaware. The award is subject to the appropriate State of Delaware approvals. After a final selection is made, the winning vendor will be invited to negotiate a contract with the State of Delaware; remaining vendors will be notified in writing of their selection status.

25. Cooperatives

Vendors, who have been awarded similar contracts through a competitive bidding process with a cooperative, are welcome to submit the cooperative pricing for this solicitation.

C. RFP Evaluation Process

An evaluation team composed of representatives of the State of Delaware will evaluate proposals on a variety of quantitative criteria. Neither the lowest price nor highest scoring proposal will necessarily be selected. The State of Delaware reserves full discretion to determine the competence and responsibility, professionally and/or financially, of vendors. Vendors are to provide in a timely manner any and all information that the State of Delaware may deem necessary to make a decision. 1. Proposal Evaluation Team

The Proposal Evaluation Team shall be comprised of representatives of the State of Delaware and others as deemed necessary to adequately evaluate proposals. The Team shall determine which vendors meet the minimum requirements pursuant to selection criteria of the RFP and procedures established in 29 Del. C. §§ 6981 and 6982. The Team may negotiate with one or more vendors during the same period and may, at its discretion, terminate negotiations with any or all vendors. The Team shall make a recommendation regarding the award to the DHSS Cabinet Secretary who shall have final authority, subject to the provisions of this RFP and 29 Del. C. §




25

6982, to award a contract to the successful vendor in the best interests of the State of Delaware.

2. Proposal Selection Criteria The Proposal Evaluation Team shall assign up to the maximum number of points for each Evaluation Item to each of the proposing vendor’s proposals. All assignments of points shall be at the sole discretion of the Proposal Evaluation Team. The proposals shall contain the essential information on which the award decision shall be made. The information required to be submitted in response to this RFP has been determined by the State of Delaware to be essential for use by the Team in the bid evaluation and award process. Therefore, all instructions contained in this RFP shall be met in order to qualify as a responsive and responsible contractor and participate in the Proposal Evaluation Team’s consideration for award. Proposals which do not meet or comply with the instructions of this RFP may be considered non-conforming and deemed non-responsive and subject to disqualification at the sole discretion of the Team. The Team reserves the right to: • Select for contract or for negotiations a proposal other than that with lowest

costs. • Reject any and all proposals or portions of proposals received in response to this

RFP or to make no award or issue a new RFP. • Waive or modify any information, irregularity, or inconsistency in proposals

received. • Request modification to proposals from any or all vendors during the contract

review and negotiation. • Negotiate any aspect of the proposal with any vendor and negotiate with more

than one vendor at the same time. • Select more than one vendor pursuant to 29 Del. C. §6986. As indicated on

page 4 of the RFP, such selection will be based on the following criteria:

Criteria Weight All proposals, and each component area, shall be evaluated using the same criteria and scoring process as detailed on Page 14.The following criteria categories shall be used by the Evaluation Team to evaluate proposals: Criteria for Each Component Area: Weight

1. Meets mandatory RFP provisions Pass/Fail

2. Capability, Capacity and Qualifications 25

3. Staffing plan and qualifications of vendor 20

4. Quality of Work Plan and Approach 25

5. Professional References 5

6. Budget and Budget Justification 20




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7. ACA Safe Harbor Additional Fee * 5

Total 100%

Vendors are encouraged to review the evaluation criteria and to provide a response that addresses each of the scored items. Evaluators will not be able to make assumptions about a vendor’s capabilities so the responding vendor should be detailed in their proposal responses.

Bidders must circle Yes or No to the following questions and include the answers in their response.

1) Does the bidder have a Supplier Diversity plan currently in place?

Yes/No

2) Does the bidder have any diverse subcontractors as outlined in Attachment 8 Tier II Sub-contractors?

Yes/No

3) Does the bidder have a written inclusion policy in place? If yes, attach a clearly identifiable copy of the inclusion plan to your proposal.

Yes/No

Answers to these three criteria are mandatory and do not affect the weighted evaluation of this proposal. However, an affirmative answer to question 2 may directly impact quarterly sub-contracting reporting as illustrated in Attachment 8 in those instances where an awarded contract includes subcontracting activity


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3. Proposal Clarification

The Evaluation Team may contact any vendor in order to clarify uncertainties or eliminate confusion concerning the contents of a proposal. Proposals may not be modified as a result of any such clarification request.

4. References The Evaluation Team may contact any customer of the vendor, whether or not included in the vendor’s reference list, and use such information in the evaluation process. Additionally, the State of Delaware may choose to visit existing installations of comparable systems, which may or may not include vendor personnel. If the vendor is involved in such site visits, the State of Delaware will pay travel costs only for State of Delaware personnel for these visits.

5. Oral Presentations After initial scoring and a determination that vendor(s) are qualified to perform the required services, selected vendors may be invited to make oral presentations to the Evaluation Team. All vendor(s) selected will be given an opportunity to present to the Evaluation Team. The selected vendors will have their presentations scored or ranked based on their ability to successfully meet the needs of the contract requirements, successfully demonstrate their product and/or service, and respond to questions about the solution capabilities. The vendor representative(s) attending the oral presentation shall be technically qualified to respond to questions related to the proposed system and its components. All of the vendor's costs associated with participation in oral discussions and system demonstrations conducted for the State of Delaware are the vendor’s responsibility.

D. Contract Terms and Conditions

1. Contract Use by Other Agencies

REF: Title 29, Chapter 6904(e) Delaware Code. If no state contract exists for a certain good or service, covered agencies may procure that certain good or service under another agency's contract so long as the arrangement is agreeable to all parties. Agencies, other than covered agencies, may also procure such goods or services under another agency's contract when the arrangement is agreeable to all parties.

2. Cooperative Use of Award As a publicly competed contract awarded in compliance with 29 DE Code Chapter 69, this contract is available for use by other states and/or governmental entities through a participating addendum. Interested parties should contact the State Contract Procurement Officer identified in the contract for instruction. Final approval for permitting participation in this contract resides with the Director of Government Support Services and in no way places any obligation upon the awarded vendor(s).

3. As a Service Subscription As a Service subscription license costs shall be incurred at the individual license level only as the individual license is utilized within a fully functioning solution.



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Subscription costs will not be applicable during periods of implementation and solution development prior to the State’s full acceptance of a working solution. Additional subscription license requests above actual utilization may not exceed 5% of the total and are subject to Delaware budget and technical review.

4. General Information a. The term of the contract between the successful bidder and the State shall be for

one (1) year with four (4) optional extensions for a period of one (1) year for each extension.

b. The selected vendor will be required to enter into a written agreement with the State of Delaware. The State of Delaware reserves the right to incorporate standard State contractual provisions into any contract negotiated as a result of a proposal submitted in response to this RFP. Any proposed modifications to the terms and conditions of the standard contract are subject to review and approval by the State of Delaware. Vendors will be required to sign the contract for all services, and may be required to sign additional agreements.

c. The selected vendor or vendors will be expected to enter negotiations with the State of Delaware, which will result in a formal contract between parties. Procurement will be in accordance with subsequent contracted agreement. This RFP and the selected vendor’s response to this RFP will be incorporated as part of any formal contract.

d. The State of Delaware’s standard contract will most likely be supplemented with the vendor’s software license, support/maintenance, source code escrow agreements, and any other applicable agreements. The terms and conditions of these agreements will be negotiated with the finalist during actual contract negotiations.

e. The successful vendor shall promptly execute a contract incorporating the terms of this RFP within twenty (20) days after award of the contract. No vendor is to begin any service prior to receipt of a State of Delaware purchase order signed by two authorized representatives of the agency requesting service, properly processed through the State of Delaware Accounting Office and the Department of Finance. The purchase order shall serve as the authorization to proceed in accordance with the bid specifications and the special instructions, once it is received by the successful vendor.

f. If the vendor to whom the award is made fails to enter into the agreement as herein provided, the award will be annulled, and an award may be made to another vendor. Such vendor shall fulfill every stipulation embraced herein as if they were the party to whom the first award was made.

g. The State reserves the right to extend this contract on a month-to-month basis for a period of up to three months after the term of the full contract has been completed.

5. Collusion or Fraud

Any evidence of agreement or collusion among vendor(s) and prospective vendor(s) acting to illegally restrain freedom from competition by agreement to offer a fixed price, or otherwise, will render the offers of such vendor(s) void. By responding, the vendor shall be deemed to have represented and warranted that its proposal is not made in connection with any competing vendor submitting a separate response to this RFP, and is in all respects fair and without collusion or fraud; that the vendor did not participate in the RFP development process and had


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no knowledge of the specific contents of the RFP prior to its issuance; and that no employee or official of the State of Delaware participated directly or indirectly in the vendor’s proposal preparation. Advance knowledge of information which gives any particular vendor advantages over any other interested vendor(s), in advance of the opening of proposals, whether in response to advertising or an employee or representative thereof, will potentially void that particular proposal.

6. Lobbying and Gratuities Lobbying or providing gratuities shall be strictly prohibited. Vendors found to be lobbying, providing gratuities to, or in any way attempting to influence a State of Delaware employee or agent of the State of Delaware concerning this RFP or the award of a contract resulting from this RFP shall have their proposal immediately rejected and shall be barred from further participation in this RFP. The selected vendor will warrant that no person or selling agency has been employed or retained to solicit or secure a contract resulting from this RFP upon agreement or understanding for a commission, or a percentage, brokerage or contingent fee. For breach or violation of this warranty, the State of Delaware shall have the right to annul any contract resulting from this RFP without liability or at its discretion deduct from the contract price or otherwise recover the full amount of such commission, percentage, brokerage or contingent fee. All contact with State of Delaware employees, contractors or agents of the State of Delaware concerning this RFP shall be conducted in strict accordance with the manner, forum and conditions set forth in this RFP.

7. Solicitation of State Employees Until contract award, vendors shall not, directly or indirectly, solicit any employee of the State of Delaware to leave the State of Delaware’s employ in order to accept employment with the vendor, its affiliates, actual or prospective contractors, or any person acting in concert with vendor, without prior written approval of the State of Delaware’s contracting officer. Solicitation of State of Delaware employees by a vendor may result in rejection of the vendor’s proposal. This paragraph does not prevent the employment by a vendor of a State of Delaware employee who has initiated contact with the vendor. However, State of Delaware employees may be legally prohibited from accepting employment with the contractor or subcontractor under certain circumstances. Vendors may not knowingly employ a person who cannot legally accept employment under state or federal law. If a vendor discovers that they have done so, they must terminate that employment immediately.

8. General Contract Terms a. Independent Contractors

The parties to the contract shall be independent contractors to one another, and nothing herein shall be deemed to cause this agreement to create an agency, partnership, joint venture or employment relationship between parties. Each party shall be responsible for compliance with all applicable workers compensation, unemployment, disability insurance, social security withholding and all other similar matters. Neither party shall be liable for any debts,


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accounts, obligations or other liability whatsoever of the other party or any other obligation of the other party to pay on the behalf of its employees or to withhold from any compensation paid to such employees any social benefits, workers compensation insurance premiums or any income or other similar taxes. It may be at the State of Delaware’s discretion as to the location of work for the contractual support personnel during the project period. The State of Delaware may provide working space and sufficient supplies and material to augment the Contractor’s services.

b. Temporary Personnel are Not State Employees Unless and Until They are Hired Vendor agrees that any individual or group of temporary staff person(s) provided to the State of Delaware pursuant to this Solicitation shall remain the employee(s) of Vendor for all purposes including any required compliance with the Affordable Care Act by the Vendor. Vendor agrees that it shall not allege, argue, or take any position that individual temporary staff person(s) provided to the State pursuant to this Solicitation must be provided any benefits, including any healthcare benefits by the State of Delaware and Vendor agrees to assume the total and complete responsibility for the provision of any healthcare benefits required by the Affordable Care Act to aforesaid individual temporary staff person(s). In the event that the Internal Revenue Service, or any other third party governmental entity determines that the State of Delaware is a dual employer or the sole employer of any individual temporary staff person(s) provided to the State of Delaware pursuant to this Solicitation, Vendor agrees to hold harmless, indemnify, and defend the State to the maximum extent of any liability to the State arising out of such determinations. Notwithstanding the content of the preceding paragraph, should the State of Delaware subsequently directly hire any individual temporary staff employee(s) provided pursuant to this Solicitation, the aforementioned obligations to hold harmless, indemnify, and defend the State of Delaware shall cease and terminate for the period following the date of hire. Nothing herein shall be deemed to terminate the Vendor’s obligation to hold harmless, indemnify, and defend the State of Delaware for any liability that arises out of compliance with the ACA prior to the date of hire by the State of Delaware. Vendor will waive any separation fee provided an employee works for both the vendor and hiring agency, continuously, for a three (3) month period and is provided thirty (30) days written notice of intent to hire from the agency. Notice can be issued at second month if it is the State’s intention to hire.

c. ACA Safe Harbor The State and its utilizing agencies are not the employer of temporary or contracted staff. However, the State is concerned that it could be determined to be a Common-law Employer as defined by the Affordable Care Act (“ACA”). Therefore, the State seeks to utilize the “Common-law Employer Safe Harbor Exception” under the ACA to transfer health benefit insurance requirements to the staffing company. The Common-law Employer Safe Harbor Exception can be attained when the State and/or its agencies are charged and pay for an “Additional Fee” with respect to the employees electing to obtain health coverage from the Vendor.


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The Common-law Employer Safe Harbor Exception under the ACA requires that an Additional Fee must be charged to those employees who obtain health coverage from the Vendor, but does not state the required amount of the fee. The State requires that all Vendors shall identify the Additional Fee to obtain health coverage from the Vendor and delineate the Additional Fee from all other charges and fees. The Vendor shall identify both the Additional Fee to be charged and the basis of how the fee is applied (i.e. per employee, per invoice, etc.). The State will consider the Additional Fee and prior to award reserves the right to negotiate any fees offered by the Vendor. Further, the Additional Fee shall be separately scored in the proposal to ensure that neither prices charged nor the Additional Fee charged will have a detrimental effect when selecting vendor(s) for award.

d. Licenses and Permits In performance of the contract, the vendor will be required to comply with all applicable federal, state and local laws, ordinances, codes, and regulations. The cost of permits and other relevant costs required in the performance of the contract shall be borne by the successful vendor. The vendor shall be properly licensed and authorized to transact business in the State of Delaware as provided in 30 Del. C. § 2502. Prior to receiving an award, the successful vendor shall either furnish the State of Delaware with proof of State of Delaware Business Licensure or initiate the process of application where required. An application may be requested in writing to: Division of Revenue, Carvel State Building, P.O. Box 8750, 820 N. French Street, Wilmington, DE 19899 or by telephone to one of the following numbers: (302) 577-8200—Public Service, (302) 577-8205—Licensing Department. Information regarding the award of the contract will be given to the Division of Revenue. Failure to comply with the State of Delaware licensing requirements may subject vendor to applicable fines and/or interest penalties.

e. Notice Any notice to the State of Delaware required under the contract shall be sent by registered mail to: Helen Arthur Director of Planning and Policy Health Care Commission Department of Health and Social Services 410 Federal Street, Suite 7 Margaret O’Neill Building Dover, DE 19901 [email protected]

f. Indemnification 1. General Indemnification




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By submitting a proposal, the proposing vendor agrees that in the event it is awarded a contract, it will indemnify and otherwise hold harmless the State of Delaware, its agents and employees from any and all liability, suits, actions, or claims, together with all costs, expenses for attorney’s fees, arising out of the vendor’s, its agents and employees’ performance work or services in connection with the contract.

2. Proprietary Rights Indemnification Vendor shall warrant that all elements of its solution, including all equipment, software, documentation, services and deliverables, do not and will not infringe upon or violate any patent, copyright, trade secret or other proprietary rights of any third party. In the event of any claim, suit or action by any third party against the State of Delaware, the State of Delaware shall promptly notify the vendor in writing and vendor shall defend such claim, suit or action at vendor’s expense, and vendor shall indemnify the State of Delaware against any loss, cost, damage, expense or liability arising out of such claim, suit or action (including, without limitation, litigation costs, lost employee time, and counsel fees) whether or not such claim, suit or action is successful. If any equipment, software, services (including methods) products or other intellectual property used or furnished by the vendor (collectively “”Products”) is or in vendor’s reasonable judgment is likely to be, held to constitute an infringing product, vendor shall at its expense and option either: a. Procure the right for the State of Delaware to continue using the

Product(s); b. Replace the product with a non-infringing equivalent that satisfies all the

requirements of the contract; or c. Modify the Product(s) to make it or them non-infringing, provided that the

modification does not materially alter the functionality or efficacy of the product or cause the Product(s) or any part of the work to fail to conform to the requirements of the Contract, or only alters the Product(s) to a degree that the State of Delaware agrees to and accepts in writing.

g. Insurance

1. Vendor recognizes that it is operating as an independent contractor and that it is liable for any and all losses, penalties, damages, expenses, attorney’s fees, judgments, and/or settlements incurred by reason of injury to or death of any and all persons, or injury to any and all property, of any nature, arising out of the vendor’s negligent performance under this contract, and particularly without limiting the foregoing, caused by, resulting from, or arising out of any act of omission on the part of the vendor in their negligent performance under this contract.

2. The vendor shall maintain such insurance as will protect against claims under Worker’s Compensation Act and from any other claims for damages for personal injury, including death, which may arise from operations under this contract. The vendor is an independent contractor and is not an employee of the State of Delaware.

3. During the term of this contract, the vendor shall, at its own expense, also carry insurance minimum limits as follows:


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a. Vendor shall in all instances maintain the following insurance during the term of this Agreement.

i. Worker’s Compensation and Employer’s Liability Insurance in

accordance with applicable law.

ii. Commercial General Liability $1,000,000.00 per occurrence/$3,000,000 per aggregate.

b. The successful vendor must carry at least one of the following depending

on the scope of work being delivered.

i. Medical/Professional Liability $1,000,000.00 per occurrence/$3,000,000 per aggregate

ii. Miscellaneous Errors and Omissions

$1,000,000.00 per occurrence/$3,000,000 per aggregate

iii. Product Liability $1,000,000 per occurrence/$3,000,000 aggregate

c. If the contractual service requires the transportation of departmental clients or staff, the vendor shall, in addition to the above coverage’s, secure at its own expense the following coverage.

i. Automotive Liability Insurance (Bodily Injury) covering all automotive units transporting departmental clients or staff used in the work with limits of not less than $100,000 each person and $300,000 each accident. ii. Automotive Property Damage (to others) - $25,000

4. The vendor shall provide a Certificate of Insurance (COI) as proof that the

vendor has the required insurance. The COI shall be provided prior to agency contact prior to any work being completed by the awarded vendor(s).

5. The State of Delaware shall not be named as an additional insured. 6. Should any of the above described policies be cancelled before expiration

date thereof, notice will be delivered in accordance with the policy provisions.

h. Performance Requirements The selected Vendor will warrant that it possesses, or has arranged through subcontractors, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work hereunder in compliance with any and all Federal and State laws, and County and local ordinances, regulations and codes.

i. BID BOND There is no Bid Bond Requirement.


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j. PERFORMANCE BOND

There is no Performance Bond requirement.

k. Vendor Emergency Response Point of Contact The awarded vendor(s) shall provide the name(s), telephone, or cell phone number(s) of those individuals who can be contacted twenty four (24) hours a day, seven (7) days a week where there is a critical need for commodities or services when the Governor of the State of Delaware declares a state of emergency under the Delaware Emergency Operations Plan or in the event of a local emergency or disaster where a state governmental entity requires the services of the vendor. Failure to provide this information could render the proposal as non-responsive. In the event of a serious emergency, pandemic or disaster outside the control of the State, the State may negotiate, as may be authorized by law, emergency performance from the Contractor to address the immediate needs of the State, even if not contemplated under the original Contract or procurement. Payments are subject to appropriation and other payment terms.

l. Warranty The Vendor will provide a warranty that the deliverables provided pursuant to the contract will function as designed for a period of no less than one (1) year from the date of system acceptance. The warranty shall require the Vendor correct, at its own expense, the setup, configuration, customizations or modifications so that it functions according to the State’s requirements.

m. Costs and Payment Schedules All contract costs must be as detailed specifically in the Vendor’s cost proposal. No charges other than as specified in the proposal shall be allowed without written consent of the State of Delaware. The proposal costs shall include full compensation for all taxes that the selected vendor is required to pay. The State of Delaware will require a payment schedule based on defined and measurable milestones. Payments for services will not be made in advance of work performed. The State of Delaware may require holdback of contract monies until acceptable performance is demonstrated (as much as 25%).

n. Penalties The State of Delaware may include in the final contract penalty provisions for non-performance, such as liquidated damages.

o. Dispute Resolution

At the option of, and in the manner prescribed by the Office of Management and Budget (OMB), the parties shall attempt in good faith to resolve any dispute arising out of or relating to this Agreement promptly by negotiation between executives who have authority to settle the controversy and who are at a higher level of management than the persons with direct responsibility for administration of this Agreement. All offers, promises, conduct and statements, whether oral or


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written, made in the course of the negotiation by any of the parties, their agents, employees, experts and attorneys are confidential, privileged and inadmissible for any purpose, including impeachment, in arbitration or other proceeding involving the parties, provided evidence that is otherwise admissible or discoverable shall not be rendered inadmissible.

If the matter is not resolved by negotiation, as outlined above, or, alternatively, OMB elects to proceed directly to mediation, then the matter will proceed to mediation as set forth below. Any disputes, claims or controversies arising out of or relating to this Agreement shall be submitted to mediation by a mediator selected by OMB, and if the matter is not resolved through mediation, then it shall be submitted, in the sole discretion of OMB, to the Office of Management and Budget, Government Support Services Director, for final and binding arbitration. OMB reserves the right to proceed directly to arbitration or litigation without negotiation or mediation. Any such proceedings held pursuant to this provision shall be governed by Delaware law and venue shall be in Delaware. The parties shall maintain the confidential nature of the arbitration proceeding and the Award, including the Hearing, except as may be necessary to prepare for or conduct the arbitration hearing on the merits. Each party shall bear its own costs of mediation, arbitration or litigation, including attorneys’ fees.

p. Termination of Contract The contract resulting from this RFP may be terminated as follows by the Department of Health and Social Services Health Care Commission. 1. Termination for Cause

If, for any reasons, or through any cause, the Vendor fails to fulfill in timely and proper manner its obligations under this Contract, or if the Vendor violates any of the covenants, agreements, or stipulations of this Contract, the State shall thereupon have the right to terminate this contract by giving written notice to the Vendor of such termination and specifying the effective date thereof, at least twenty (20) days before the effective date of such termination. In that event, all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs, and reports or other material prepared by the Vendor under this Contract shall, at the option of the State, become its property, and the Vendor shall be entitled to receive just and equitable compensation for any satisfactory work completed on such documents and other materials which is usable to the State.

On receipt of the contract cancellation notice from the State, the Vendor shall have no less than five (5) days to provide a written response and may identify a method(s) to resolve the violation(s). A vendor response shall not effect or prevent the contract cancellation unless the State provides a written acceptance of the vendor response. If the State does accept the Vendor’s method and/or action plan to correct the identified deficiencies, the State will define the time by which the Vendor must fulfill its corrective obligations. Final retraction of the State’s termination for cause will only occur after the Vendor successfully rectifies the original violation(s). At its discretion the State may reject in writing the Vendor’s proposed action plan and proceed with the original contract cancellation timeline.

2. Termination for Convenience


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The State may terminate this Contract at any time by giving written notice of such termination and specifying the effective date thereof, at least twenty (20) days before the effective date of such termination. In that event, all finished or unfinished documents, data, studies, surveys, drawings, models, photographs, reports, supplies, and other materials shall, at the option of the State, become its property and the Vendor shall be entitled to receive compensation for any satisfactory work completed on such documents and other materials, and which is usable to the State.

3. Termination for Non-Appropriations In the event the General Assembly fails to appropriate the specific funds necessary to enter into or continue the contractual agreement, in whole or part, the agreement shall be terminated as to any obligation of the State requiring the expenditure of money for which no specific appropriation is available at the end of the last fiscal year for which no appropriation is available or upon the exhaustion of funds. This is not a termination for convenience and will not be converted to such.

q. Non-discrimination

In performing the services subject to this RFP the vendor, as set forth in Title 19 Delaware Code Chapter 7 section 711, will agree that it will not discriminate against any employee or applicant with respect to compensation, terms, conditions or privileges of employment because of such individual's race, marital status, genetic information, color, age, religion, sex, sexual orientation, gender identity, or national origin. The successful vendor shall comply with all federal and state laws, regulations and policies pertaining to the prevention of discriminatory employment practice. Failure to perform under this provision constitutes a material breach of contract.

r. Covenant against Contingent Fees The successful vendor will warrant that no person or selling agency has been employed or retained to solicit or secure this contract upon an agreement of understanding for a commission or percentage, brokerage or contingent fee excepting bona-fide employees, bona-fide established commercial or selling agencies maintained by the Vendor for the purpose of securing business. For breach or violation of this warranty the State of Delaware shall have the right to annul the contract without liability or at its discretion to deduct from the contract price or otherwise recover the full amount of such commission, percentage, brokerage or contingent fee.

s. Vendor Activity No activity is to be executed in an off shore facility, either by a subcontracted firm or a foreign office or division of the vendor. The vendor must attest to the fact that no activity will take place outside of the United States in its transmittal letter. Failure to adhere to this requirement is cause for elimination from future consideration.

t. Vendor Responsibility The State will enter into a contract with the successful Vendor(s). The successful Vendor(s) shall be responsible for all products and services as required by this RFP whether or not the Vendor or its subcontractor provided final fulfillment of the order. Subcontractors, if any, shall be clearly identified in the Vendor’s



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proposal by completing Attachment 6 and 10, and are subject the approval and acceptance of the Department of Health and Social Services Health Care Commission.

u. Personnel, Equipment and Services 1. The Vendor represents that it has, or will secure at its own expense, all

personnel required to perform the services required under this contract. 2. All of the equipment and services required hereunder shall be provided by or

performed by the Vendor or under its direct supervision, and all personnel, including subcontractors, engaged in the work shall be fully qualified and shall be authorized under State and local law to perform such services.

3. None of the equipment and/or services covered by this contract shall be subcontracted without the prior written approval of the State. Only those subcontractors identified in Attachment 6 are considered approved upon award. Changes to those subcontractor(s) listed in Attachment 6 must be approved in writing by the State.

v. Fair Background Check Practices

Pursuant to 29 Del. C. §6909B, the State does not consider the criminal record, criminal history, credit history or credit score of an applicant for state employment during the initial application process unless otherwise required by state and/or federal law. Vendors doing business with the State are encouraged to adopt fair background check practices. Vendors can refer to 19 Del. C. §711(g) for applicable established provisions.

w. Vendor Background Check Requirements Vendor(s) selected for an award that access state property or come in contact with vulnerable populations, including children and youth, shall be required to complete background checks on employees serving the State’s on premises contracts. Unless otherwise directed, at a minimum, this shall include a check of the following registry: • Delaware Sex Offender Central Registry at: https://sexoffender.dsp.delaware.gov/ Individuals that are listed in the registry shall be prevented from direct contact in the service of an awarded state contract, but may provide support or off-site premises service for contract vendors. Should an individual be identified and the Vendor(s) believes their employee’s service does not represent a conflict with this requirement, may apply for a waiver to the primary agency listed in the solicitation. The Agency’s decision to allow or deny access to any individual identified on a registry database is final and at the Agency’s sole discretion. By Agency request, the Vendor(s) shall provide a list of all employees serving an awarded contract, and certify adherence to the background check requirement. Individual(s) found in the central registry in violation of the terms stated, shall be immediately prevented from a return to state property in service of a contract award. A violation of this condition represents a violation of the contract terms and conditions, and may subject the Vendor to penalty, including contract cancellation for cause.



https://sexoffender.dsp.delaware.gov/


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Individual contracts may require additional background checks and/or security clearance(s), depending on the nature of the services to be provided or locations accessed, but any other requirements shall be stated in the contract scope of work or be a matter of common law. The Vendor(s) shall be responsible for the background check requirements of any authorized Subcontractor providing service to the Agency’s contract.

x. Drug Testing Requirements for Large Public Works Pursuant to 29 Del.C. §6908(a)(6), effective as of January 1, 2016, OMB has established regulations that require Contractors and Subcontractors to implement a program of mandatory drug testing for Employees who work on Large Public Works Contracts funded all or in part with public funds. The regulations establish the mechanism, standards and requirements of a Mandatory Drug Testing Program that will be incorporated by reference into all Large Public Works Contracts awarded pursuant to 29 Del.C. §6962. Final publication of the identified regulations can be found at the following: 4104 Regulations for the Drug Testing of Contractor and Subcontractor Employees Working on Large Public Works Projects

y. Work Product All materials and products developed under the executed contract by the vendor are the sole and exclusive property of the State. The vendor will seek written permission to use any product created under the contract.

z. Contract Documents The RFP, the purchase order, the executed contract and any supplemental documents between the State of Delaware and the successful vendor shall constitute the contract between the State of Delaware and the vendor. In the event there is any discrepancy between any of these contract documents, the following order of documents governs so that the former prevails over the latter: contract, State of Delaware’s RFP, Vendor’s response to the RFP and purchase order. No other documents shall be considered. These documents will constitute the entire agreement between the State of Delaware and the vendor.

aa. Applicable Law The laws of the State of Delaware shall apply, except where Federal Law has precedence. The successful vendor consents to jurisdiction and venue in the State of Delaware. In submitting a proposal, Vendors certify that they comply with all federal, state and local laws applicable to its activities and obligations including: 1. the laws of the State of Delaware; 2. the applicable portion of the Federal Civil Rights Act of 1964; 3. the Equal Employment Opportunity Act and the regulations issued there

under by the federal government; 4. a condition that the proposal submitted was independently arrived at, without

collusion, under penalty of perjury; and



http://regulations.delaware.gov/register/september2015/final/19%20DE%20Reg%20207%2009-01-15.htm

http://regulations.delaware.gov/register/september2015/final/19%20DE%20Reg%20207%2009-01-15.htm


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5. that programs, services, and activities provided to the general public under resulting contract conform with the Americans with Disabilities Act of 1990, and the regulations issued there under by the federal government.

If any vendor fails to comply with (1) through (5) of this paragraph, the State of Delaware reserves the right to disregard the proposal, terminate the contract, or consider the vendor in default. The selected vendor shall keep itself fully informed of and shall observe and comply with all applicable existing Federal and State laws, and County and local ordinances, regulations and codes, and those laws, ordinances, regulations, and codes adopted during its performance of the work.

bb. Severability If any term or provision of this Agreement is found by a court of competent jurisdiction to be invalid, illegal or otherwise unenforceable, the same shall not affect the other terms or provisions hereof or the whole of this Agreement, but such term or provision shall be deemed modified to the extent necessary in the court's opinion to render such term or provision enforceable, and the rights and obligations of the parties shall be construed and enforced accordingly, preserving to the fullest permissible extent the intent and agreements of the parties herein set forth.

cc. Assignment Of Antitrust Claims As consideration for the award and execution of this contract by the State, the Vendor hereby grants, conveys, sells, assigns, and transfers to the State of Delaware all of its right, title and interest in and to all known or unknown causes of action it presently has or may now or hereafter acquire under the antitrust laws of the United States and the State of Delaware, regarding the specific goods or services purchased or acquired for the State pursuant to this contract. Upon either the State’s or the Vendor notice of the filing of or reasonable likelihood of filing of an action under the antitrust laws of the United States or the State of Delaware, the State and Vendor shall meet and confer about coordination of representation in such action.

dd. Scope of Agreement If the scope of any provision of the contract is determined to be too broad in any respect whatsoever to permit enforcement to its full extent, then such provision shall be enforced to the maximum extent permitted by law, and the parties hereto consent and agree that such scope may be judicially modified accordingly and that the whole of such provisions of the contract shall not thereby fail, but the scope of such provisions shall be curtailed only to the extent necessary to conform to the law.

ee. Affirmation The Vendor must affirm that within the past five (5) years the firm or any officer, controlling stockholder, partner, principal, or other person substantially involved in the contracting activities of the business is not currently suspended or debarred and is not a successor, subsidiary, or affiliate of a suspended or debarred business.


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ff. Audit Access to Records The Vendor shall maintain books, records, documents, and other evidence pertaining to this Contract to the extent and in such detail as shall adequately reflect performance hereunder. The Vendor agrees to preserve and make available to the State, upon request, such records for a period of five (5) years from the date services were rendered by the Vendor. Records involving matters in litigation shall be retained for one (1) year following the termination of such litigation. The Vendor agrees to make such records available for inspection, audit, or reproduction to any official State representative in the performance of their duties under the Contract. Upon notice given to the Vendor, representatives of the State or other duly authorized State or Federal agency may inspect, monitor, and/or evaluate the cost and billing records or other material relative to this Contract. The cost of any Contract audit disallowances resulting from the examination of the Vendor's financial records will be borne by the Vendor. Reimbursement to the State for disallowances shall be drawn from the Vendor's own resources and not charged to Contract cost or cost pools indirectly charging Contract costs.

gg. Other General Conditions 1. Current Version – “Packaged” application and system software shall be

the most current version generally available as of the date of the physical installation of the software.

2. Current Manufacture – Equipment specified and/or furnished under this specification shall be standard products of manufacturers regularly engaged in the production of such equipment and shall be the manufacturer’s latest design. All material and equipment offered shall be new and unused.

3. Volumes and Quantities – Activity volume estimates and other quantities have been reviewed for accuracy; however, they may be subject to change prior or subsequent to award of the contract.

4. Prior Use – The State of Delaware reserves the right to use equipment and material furnished under this proposal prior to final acceptance. Such use shall not constitute acceptance of the work or any part thereof by the State of Delaware.

5. Status Reporting – The selected vendor will be required to lead and/or participate in status meetings and submit status reports covering such items as progress of work being performed, milestones attained, resources expended, problems encountered and corrective action taken, until final system acceptance.

6. Regulations – All equipment, software and services must meet all applicable local, State and Federal regulations in effect on the date of the contract.

7. Assignment – Any resulting contract shall not be assigned except by express prior written consent from the Agency.

8. Changes – No alterations in any terms, conditions, delivery, price, quality, or specifications of items ordered will be effective without the written consent of the State of Delaware.

9. Billing – The successful vendor is required to "Bill as Shipped" to the respective ordering agency(s). Ordering agencies shall provide contract number, ship to and bill to address, contact name and phone number.


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10. Payment – The State reserves the right to pay by Automated Clearing House (ACH), Purchase Card (P-Card), or check. The agencies will authorize and process for payment of each invoice within thirty (30) days after the date of receipt of a correct invoice. Vendors are invited to offer in their proposal value added discounts (i.e. speed to pay discounts for specific payment terms). Cash or separate discounts should be computed and incorporated as invoiced.

11. Purchase Orders – Agencies that are part of the First State Financial (FSF) system are required to identify the contract number HSS-17-026 on all Purchase Orders (P.O.) and shall complete the same when entering P.O. information in the state’s financial reporting system.

12. Purchase Card – The State of Delaware intends to maximize the use of the P-Card for payment for goods and services provided under contract. Vendors shall not charge additional fees for acceptance of this payment method and shall incorporate any costs into their proposals. Additionally there shall be no minimum or maximum limits on any P-Card transaction under the contract.

13. Additional Terms and Conditions – The State of Delaware reserves the right to add terms and conditions during the contract negotiations.

E. RFP Miscellaneous Information

1. No Press Releases or Public Disclosure

The State of Delaware reserves the right to pre-approve any news or broadcast advertising releases concerning this solicitation, the resulting contract, the work performed, or any reference to the State of Delaware with regard to any project or contract performance. Any such news or advertising releases pertaining to this solicitation or resulting contract shall require the prior express written permission of the State of Delaware. The State will not prohibit or otherwise prevent the awarded vendor(s) from direct marketing to the State of Delaware agencies, departments, municipalities, and/or any other political subdivisions, however, the Vendor shall not use the State’s seal or imply preference for the solution or goods provided.

2. Definitions of Requirements To prevent any confusion about identifying requirements in this RFP, the following definition is offered: The words shall, will and/or must are used to designate a mandatory requirement. Vendors must respond to all mandatory requirements presented in the RFP. Failure to respond to a mandatory requirement may cause the disqualification of your proposal.

3. Production Environment Requirements The State of Delaware requires that all hardware, system software products, and application software products included in proposals be currently in use in a production environment by a least three other customers, have been in use for at least six months, and have been generally available from the manufacturers for a period of six months. Unreleased or beta test hardware, system software, or application software will not be acceptable.


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F. Attachments The following attachments and appendixes are mandatory and shall be considered part of the solicitation: • Attachment 1 – No Proposal Reply Form • Attachment 2 – Non-Collusion Statement • Attachment 3 – Exceptions • Attachment 4 – Confidentiality and Proprietary Information • Attachment 5 – Business References • Attachment 6 – Subcontractor Information Form • Attachment 7 – Monthly Usage Report • Attachment 8 – Subcontracting (2nd Tier Spend) Report • Attachment 9 – Office of Supplier Diversity Application • Attachment 10 – Contractor/Consultant Hiring Federal Template • Attachment 11 – Budget Justification Sample • Appendix A – Minimum Response Requirements


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IMPORTANT – PLEASE NOTE • Attachments 2, 3, 4, and 5 must be included in your proposal

• Attachment 6 and 10 must be included in your proposal if subcontractors will be involved

• Attachments 7 and 8 represent required reporting on the part of awarded vendors. Those

bidders receiving an award will be provided with active spreadsheets for reporting.

REQUIRED REPORTING

One of the primary goals in administering this contract is to keep accurate records regarding its actual value/usage. This information is essential in order to update the contents of the contract and to establish proper bonding levels if they are required. The integrity of future contracts revolves around our ability to convey accurate and realistic information to all interested parties. A complete and accurate Usage Report (Attachment 7) shall be furnished in an Excel format and submitted electronically, no later than the 15th (or next business day after the 15th day) of each month, detailing the purchasing of all items on this contract. The reports shall be submitted and sent as an attachment to the Health Care Commission at [email protected] . Submitted reports shall contain accurate descriptions of the products, goods or services procured, purchasing agency information, including the six-digit department and organization code, quantities procured and prices paid. Any exception to this mandatory requirement or failure to submit complete reports, or in the format required, may result corrective action, up to and including the possible cancellation of the award. Failure to provide the report with the minimum required information may also negate any contract extension clauses. Additionally, Vendors who are determined to be in default of this mandatory report requirement may have such conduct considered against them, in assessment of responsibility, in the evaluation of future proposals. In accordance with Executive Order 44, the State of Delaware is committed to supporting its diverse business industry and population. The successful Vendor will be required to accurately report on the participation by Diversity Suppliers which includes: minority (MBE), woman (WBE), veteran owned business (VOBE), or service disabled veteran owned business (SDVOBE) under this awarded contract. The reported data elements shall include but not be limited to; name of state contract/project, the name of the Diversity Supplier, Diversity Supplier contact information (phone, email), type of product or service provided by the Diversity Supplier and any minority, women, veteran, or service disabled veteran certifications for the subcontractor (State OSD certification, Minority Supplier Development Council, Women’s Business Enterprise Council, VetBiz.gov). The format used for Subcontracting 2nd Tier report is shown as in Attachment 8. Accurate 2nd tier reports shall be submitted to the contracting Agency’s Office of Supplier Diversity at [email protected] on the 15th (or next business day) of the month following each quarterly period. For consistency quarters shall be considered to end the last day of March, June, September and December of each calendar year. Contract spend during the covered periods shall result in a report even if the contract has expired by the report due date.




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Attachment 1 NO PROPOSAL REPLY FORM Contract No. HSS-17-026 Contract Title: Health System Transformation Project Facilitation To assist us in obtaining good competition on our Request for Proposals, we ask that each firm that has received a proposal, but does not wish to bid, state their reason(s) below and return in a clearly marked envelope displaying the contract number. This information will not preclude receipt of future invitations unless you request removal from the Vendor's List by so indicating below, or do not return this form or bona fide proposal. Unfortunately, we must offer a "No Proposal" at this time because:

1. We do not wish to participate in the proposal process. 2. We do not wish to bid under the terms and conditions of the Request for Proposal

document. Our objections are:

3. We do not feel we can be competitive. 4. We cannot submit a Proposal because of the marketing or franchising policies of the

manufacturing company. 5. We do not wish to sell to the State. Our objections are:

6. We do not sell the items/services on which Proposals are requested. 7. Other:___________________________________________________________________

FIRM NAME SIGNATURE

We wish to remain on the Vendor's List for these goods or services. We wish to be deleted from the Vendor's List for these goods or services.

PLEASE FORWARD NO PROPOSAL REPLY FORM TO THE CONTRACT OFFICER IDENTIFIED.


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Attachment 2 CONTRACT NO.:HSS-17-026 CONTRACT TITLE: Health System Transformation Project Facilitation DEADLINE TO RESPOND: July 31, 2017 at 11:00 AM (Local Time)

NON-COLLUSION STATEMENT This is to certify that the undersigned Vendor has neither directly nor indirectly, entered into any agreement, participated in any collusion or otherwise taken any action in restraint of free competitive bidding in connection with this proposal, and further certifies that it is not a sub-contractor to another Vendor who also submitted a proposal as a primary Vendor in response to this solicitation submitted this date to the State of Delaware, Health Care Commission It is agreed by the undersigned Vendor that the signed delivery of this bid represents, subject to any express exceptions set forth at Attachment 3, the Vendor’s acceptance of the terms and conditions of this solicitation including all specifications and special provisions. NOTE: Signature of the authorized representative MUST be of an individual who legally may enter his/her organization into a formal contract with the State of Delaware, Health Care Commission. COMPANY NAME __________________________________________________________________Check one) NAME OF AUTHORIZED REPRESENTATIVE (Please type or print) SIGNATURE TITLE COMPANY ADDRESS PHONE NUMBER FAX NUMBER EMAIL ADDRESS ______________________________ STATE OF DELAWARE FEDERAL E.I. NUMBER LICENSE NUMBER_____________________________

COMPANY CLASSIFICATIONS: CERT. NO.: __________________

Certification type(s) Circle all that apply

Minority Business Enterprise (MBE) Yes No Woman Business Enterprise (WBE) Yes No Disadvantaged Business Enterprise (DBE) Yes No Veteran Owned Business Enterprise (VOBE) Yes No Service Disabled Veteran Owned Business Enterprise (SDVOBE) Yes No

[The above table is for informational and statistical use only.] PURCHASE ORDERS SHOULD BE SENT TO: (COMPANY NAME) ADDRESS CONTACT PHONE NUMBER FAX NUMBER EMAIL ADDRESS AFFIRMATION: Within the past five years, has your firm, any affiliate, any predecessor company or entity, owner, Director, officer, partner or proprietor been the subject of a Federal, State, Local government suspension or debarment? YES NO if yes, please explain THIS PAGE SHALL HAVE ORIGINAL SIGNATURE, BE NOTARIZED AND BE RETURNED WITH YOUR PROPOSAL SWORN TO AND SUBSCRIBED BEFORE ME this ________ day of , 20 __________ Notary Public My commission expires City of County of State of

Corporation Partnership Individual


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Attachment 3 Contract No. HSS-17-026 Contract Title: Health System Transformation Project Facilitation

EXCEPTION FORM Proposals must include all exceptions to the specifications, terms or conditions contained in this RFP. If the vendor is submitting the proposal without exceptions, please state so below. By checking this box, the Vendor acknowledges that they take no exceptions to the specifications, terms or conditions found in this RFP.

Paragraph # and page #

Exceptions to Specifications, terms or conditions

Proposed Alternative

Note: Vendor may use additional pages as necessary, but the format shall be the same as provided above.


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Attachment 4 Contract No. HSS-17-026 Contract Title: Health System Transformation Project Facilitation CONFIDENTIAL INFORMATION FORM

By checking this box, the Vendor acknowledges that they are not providing any information they declare to be confidential or proprietary for the purpose of production under 29 Del. C. ch. 100, Delaware Freedom of Information Act.

Confidentiality and Proprietary Information

Note: Vendor may use additional pages as necessary, but the format shall be the same as provided above.


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Attachment 5 Contract No. HSS-17-026 Contract Title: Health System Transformation Project Facilitation BUSINESS REFERENCES List a minimum of three business references, including the following information: • Business Name and Mailing address • Contact Name and phone number • Number of years doing business with • Type of work performed Please do not list any State Employee as a business reference. If you have held a State contract within the last 5 years, please provide a separate list of the contract(s).

1. Contact Name & Title: Business Name: Address: Email: Phone # / Fax #: Current Vendor (YES or NO):

Years Associated & Type of Work Performed:





STATE OF DELAWARE PERSONNEL MAY NOT BE USED AS REFERENCES.


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Attachment 6 SUBCONTRACTOR INFORMATION FORM

PART I – STATEMENT BY PROPOSING VENDOR 1. CONTRACT NO. HSS-17-026

2. Proposing Vendor Name:

3. Mailing Address

4. SUBCONTRACTOR a. NAME

4c. Company OSD Classification: Certification Number: _____________________

b. Mailing Address:

4d. Women Business Enterprise Yes No 4e. Minority Business Enterprise Yes No 4f. Disadvantaged Business Enterprise Yes No 4g. Veteran Owned Business Enterprise Yes No 4h. Service Disabled Veteran Owned Business Enterprise Yes No

5. DESCRIPTION OF WORK BY SUBCONTRACTOR 6a. NAME OF PERSON SIGNING

7. BY (Signature) 8. DATE SIGNED

6b. TITLE OF PERSON SIGNING PART II – ACKNOWLEDGEMENT BY SUBCONTRACTOR

9a. NAME OF PERSON SIGNING

10. BY (Signature) 11. DATE SIGNED

9b. TITLE OF PERSON SIGNING

* Use a separate form for each subcontractor and also complete Attachment 10


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Attachment 7 STATE OF DELAWARE MONTHLY USAGE REPORT SAMPLE REPORT - FOR ILLUSTRATION PURPOSES ONLY

Note: A copy of the Usage Report will be sent by electronic mail to the Awarded Vendor. The report shall be submitted electronically in EXCEL and sent as an attachment to [email protected] . It shall contain the six-digit department and organization code for each agency and school district.

Ver. 2 8/19/14

GSS SAMPLE

FALSESupplier Name: ABC CORP State Contract Item Sales -$ Report Start Date:Contact Name: Jane Sample Non-State Contract Item Sales -$ Report End Date:Contact Phone: 302-857-4550 Total Sales -$ Today's Date:

Customer Group Customer Department, School District, or OTHER - Municipaltiy / Non-Profit

Customer Division (State Agency Section name, School name, Municipality / Non-Profit name) Item Description

Awarded Contract Item

YES/NO

Contract Item Number

Unit of Measure Qty Contract Proposal

Price/Rate

Total Spend (Qty x Contract Proposal

Price/Rate)

State of Delaware - Monthly Usage Report

7/12/19057/12/1905

Contract Number / Title:

2/2/2020

See Below for Transaction Detail

E-mail report to [email protected] no later than the 15th of each month for prior calendar month usage

Check here if there were no transactions for the reporting period



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Attachment 8 SAMPLE REPORT - FOR ILLUSTRATION PURPOSES ONLY

State of Delaware

Subcontracting (2nd tier) Quarterly Report

Prime Name: Report Start Date:

Contract Name/Number Report End Date:

Contact Name: Today's Date:

Contact Phone: *Minimum Required Requested detail

Vendor Name*

Vendor TaxID*

Contract Name/ Number*

Vendor Contact Name*

Vendor Contact Phone*

Report Start Date*

Report End Date*

Amount Paid to Subcontractor*

Work Performed by Subcontractor UNSPSC

M/WBE Certifying Agency

Veteran /Service Disabled Veteran Certifying Agency

2nd tier Supplier Name

2nd tier Supplier Address

2nd tier Supplier Phone Number

2nd tier Supplier email

Description of Work Performed

2nd tier Supplier Tax Id

Note: A copy of the Subcontracting Quarterly Report will be sent by electronic mail to the Awarded Vendor. Completed reports shall be saved in an Excel format, and submitted to the following email address: [email protected]



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Attachment 9 State of Delaware Office of Supplier Diversity Certification Application The most recent application can be downloaded from the following site: http://gss.omb.delaware.gov/osd/certify.shtml

Submission of a completed Office of Supplier Diversity (OSD) application is optional and does not influence the outcome of any award decision. The minimum criteria for certification require the entity must be at least 51% owned and actively managed by a person or persons who are eligible: minorities, women, veterans, and/or service disabled veterans. Any one or all of these categories may apply to a 51% owner.

Complete application and mail, email or fax to: Office of Supplier Diversity (OSD) 100 Enterprise Place, Suite 4 Dover, DE 19904-8202 Telephone: (302) 857-4554 Fax: (302) 677-7086 Email: [email protected] Web site: http://gss.omb.delaware.gov/osd/index.shtml THE OSD ADDRESS IS FOR OSD APPLICATIONS ONLY. THE OSD WILL NOT ACCEPT ANY VENDOR BID RESPONSE PACKAGES. AGENCY MAY REMOVE THIS PAGE IN ITS ENTIRETY IF NO BOND IS REQUIRED

http://gss.omb.delaware.gov/osd/certify.shtml


http://gss.omb.delaware.gov/osd/index.shtml


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ATTACHMENT 10

REQUIRED REPORTING INFORMATION FOR SUB-CONTRACTOR/CONSULTANT HIRING

1. Name of consultant: ______________. Identify the name of the consultant and describe his or

her qualifications. Please also include a statement on the method of selection for this sub-contractor.

2. Organizational Affiliation: Identify the organization affiliation of the consultant, if applicable. 3. Scope of Work/Nature of Services to be Rendered: Describe in outcome terms the consultation to

be provided including the specific tasks to be completed and specific deliverables. A copy of the actual consultant agreement should not be sent to HHS.

4. Relevance of Service to the Project: Describe how the consultant services relate to the

accomplishment of specific program objectives.

5. Number of Days of Consultation/Period of Performance:

6. Expected Rate of Compensation: Specify the rate of compensation for the consultant (e.g.,

rate per hour, rate per day). Include a budget showing other costs such as travel, per diem, and supplies. (must comply with GSA)

7. Justification of expected rates: Provide a justification for the rate, including examples of

typical market rates for this service in your area.

8. Method of Accountability: Describe how the progress and performance of the consultant will be monitored.


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Attachment 11 Budget Summary Sheet

Contract Number: HSS - 17 - 026 Contract Title: Health System Transformation

Vendors should create a line item budget mirroring the following

Item No. Categories % of

Budget Amount

1 Staff Salaries 2 Fringe Benefits 3 Indirect Costs Other (specify) 4 Travel / Training Mileage (Rate$0.40 X 0000 miles) Training Other (specify) 5 Contractual Rent Electricity Heat Communications Other Utilities Printing / Advertising Postage Insurance Repairs Other (specify) 6 Supplies Office Janitorial Program Other (specify) 7 Equipment / Other Direct Costs Other (specify)

TOTAL BUDGET $ -


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APPENDIX A MINIMUM MANDATORY SUBMISSION REQUIREMENTS

Each vendor solicitation response should contain at a minimum the following information:

1. Transmittal Letter as specified on page 1 of the Request for Proposal including an Applicant's experience, if any, providing similar services.

2. The remaining vendor proposal package shall identify how the vendor proposes meeting the contract requirements and shall include pricing. Vendors are encouraged to review the Evaluation criteria identified to see how the proposals will be scored and verify that the response has sufficient documentation to support each criteria listed.

3. Pricing as identified in the solicitation

4. One (1) complete, signed and notarized copy of the non-collusion agreement

(See Attachment 2). Bid marked “ORIGINAL”, MUST HAVE ORIGINAL SIGNATURES AND NOTARY MARK . All other copies may have reproduced or copied signatures – Form must be included.

5. One (1) completed RFP Exception form (See Attachment 3) – please check box

if no information – Form must be included.

6. One (1) completed Confidentiality Form (See Attachment 4) – please check if no information is deemed confidential – Form must be included.

7. One (1) completed Business Reference form (See Attachment 5) – please

provide references other than State of Delaware contacts – Form must be included.

8. One (1) complete and signed copy of the Subcontractor Information Form (See

Attachment 6) for each subcontractor – only provide if applicable.

9. One (1) complete OSD application (See link on Attachment 9) – only provide if applicable

10. One (1) complete Contractor/Consultant Hiring Federal Template (See Attachment

10) – for each subcontractor - only provide if applicable.

The items listed above provide the basis for evaluating each vendor’s proposal. Failure to provide all appropriate information may deem the submitting vendor as “non-responsive” and exclude the vendor from further consideration. If an item listed above is not applicable to your company or proposal, please make note in your submission package. Vendors shall provide proposal packages in the following formats:


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1. Three (3) paper copies of the vendor proposal paperwork. One (1) paper copy must be an original copy, marked “ORIGINAL” on the cover, and contain original signatures.

2. Six (6) electronic copies of the vendor proposal saved to CD or DVD media disk,

or USB memory stick. Copy of electronic price file shall be a separate file from all other files on the electronic copy. (If Agency has requested multiple electronic copies, each electronic copy must be on a separate computer disk or media).